Invoices Screen

The invoice screen contains several vital pieces of information:

Whether the bill is new or old (Status)
Who is responsible for the bill (Account ID)
Who will pay the bill (Responsible Party)
Where the bill will be sent (Billing Address ID)
What kind of invoice to print (Invoice Type)
Who the bill is for (Patient ID)
Which injury or illness the bill is for (Injury ID)

Before you post charges to a new invoice, you should always be certain that no suitable invoice already exists to which you could add your current charges. The goal should be to place as many charges as possible on one bill, except when billing insurance carriers or workers' compensation cases. In those instances, one visit/date of service per invoice is recommended.

Note: If you invoice from the orders, the program will search for a suitable existing invoice for you.

Label	Description
Buttons
HCFA/UB/Standard	The top button changes based on the entry in the Invoice Type field: Standard, HCFA, or UB. HCFA (1500) and UB invoices require additional data to be entered on screens accessed with this button. Standard invoices do not require additional data, thus the button is disabled.
Charge Detail	This button shows a data screen view of the individual lines for this invoice.
Line Item Summary	The button on the bottom opens a grid view that displays all the charges, receipts, and adjustments for the invoice. On this view, you can optionally organize the lines so that the receipt is below the charge to which it applies.
Fields
Acct Type	`C` Company or `E` Employee (patient).
ID	ID code of the company or patient account.
Resp Party	Enter `S` , `W` , `1`, or `2`. Note: When the responsible party is changed for an invoice, a new line item ($0 amount) is added to the invoice detail for an auditing trail. Once the responsible party is changed, for any invoice status other than `Open`, a (void) detail line is automatically added to explain what account previously contained the invoice. This provides an audit trail. This voided detail line will not show on reprinted invoices and does need to be reconciled. `S` Self pay: the account is the responsible party. The bill will be sent to the contact person on the Account and the billing address for that account. `W` Worker's Compensation: the Plan ID listed in the Account for Worker's Compensation is responsible. Or, if you came here from orders for an injury, the Plan ID listed on the Injury screen is responsible. `1` Insurance 1: the Plan ID listed in the Account for Insurance 1 is responsible. `2` Insurance 2: the Plan ID listed in the Account for Insurance 2 is responsible.
Invoice #	The program will automatically increment the number if you have set auto numbering "on" (the default) from the Utility > Program Preferences screen. This field may not be modified.
"Status:invoice;Billing:status" Status	Program controlled, may show any of the following: `O` Open: not yet processed, new transactions may be added, or changes may be made to the invoice header data (for example, corrections to the account, invoice type, or responsible party). `P` Processed: printed, and sent to the responsible party. Do not add new charges. `R` Rebill: has new activity such as receipts that need to be processed and printed. `X` Interrupted: from an incomplete processing. You should not see X normally; call Customer Support if you do. `Z` Zero balance: payment has been received and processed.
Patient ID	A Worker's Compensation or other insurance invoice must have a Patient ID here, otherwise leave blank for multiple patients. Will be entered automatically if you used Orders related to an injury. The patient's name is displayed in the adjacent field. If there is a Patient ID, all transactions on this invoice must be for that patient.
Injury ID	Injury ID number (from Injury/Illness record, if applicable). Automatic if you are invoicing orders with an Inj ID. If there is an injury number, ALL transactions on this invoice must be for that injury.
Location ID	Automatically entered for a multi-location setup. This is the location for the invoice as a whole. If the charge details will come from more than one location, leave blank (erase if it auto-fills).
Source Document #	Enter the source document number that will identify this bill at the location that originated it (optional).
Note	Use to comment on what the invoice is for. This helps you identify the correct invoice for additional charges that may be added later. For example, enter `June Screenings`.
Invoice Type	(Required field) Enter `H` for HCFA (1500) invoices, `U` for UB, `S` for Standard. This controls additional options available for the invoice.
Service Period	Beginning and ending dates for the invoice. Required for UB Claim Form and 1500 Claim Form (HCFA) billing, defaults to today, and the ending date will expand automatically as you add line details with both service dates.
Plan ID	Benefit Organization Plan. Completed by program based on data in the Account and your entry in Resp Party field. Change if desired.
Policy	Completed by program if the number is available on the Account screen for this Resp Party . Change if desired. The policy # does not print on the invoice.
Group	Additional identification of insurance coverage.
Billing Address Type	A billing address indicates the invoice will go to a different address than the responsible party's default address. The Type indicates which kind of ID: `CO` Company `CD` Company Department `DL` Drug Test Laboratory `MS` Medical Staff `AT` Attorney `IN` Insurance Plan
ID	Choose the appropriate Billing Address ID for the specified Type. Note: An entry in this field will override the default mailing address for the Responsible Party.
Dept	If the Billing Address ID Type is `CD` , enter the ID of the company department.
Reconciled Totals
Charges	Total reconciled charges applied to this invoice. If the amount seems inaccurate, are any charges still waiting to be reconciled? Until that step is taken, they will not appear here. Charges entered through Orders can be set to reconcile automatically, but charges entered from the Invoice screen must be reconciled manually.
Receipt	Total reconciled receipts paid on this invoice.
Adjust	Total reconciled adjustments applied to this invoice.
Processed Totals
First Billing Date + Amt	Program controlled, date and amount of first processing of this invoice. This date is the starting point for invoice aging.
Most Recent Date + Amt	Program controlled, date and current balance as of most recent processing. Used to determine date last billed for reprinting invoices with an outstanding balance.
Claim Frequency	Data element required when filing 837 claims electronically. Indicates whether the claim is initial (indicated by 1, the default entry), replacement (7), or voided (8); change as needed.
Exclude from Processing	You can optionally delay an invoice that is not ready for billing by selecting this box. Deselecting this option allows the invoice to be processed. SYSTOC adds a detail record marked as Excluded or Included. Note: Clinics upgrading from older SYSTOC versions and using this option should obtain the revised Preprocess Report that correctly handles excluded invoices, available from the SYSTOC Reports Department.
Comment	Text field, activated when Exclude from Processing option is selected. Enter reason for exclusion, and update the explanation when including the invoice. The comment displayed on the invoice is stored in the new detail record.
Excluded By	Program controlled; the ID of the user who excluded or included the invoice.
Date	Program controlled; date the invoice was excluded or included.
Delinquent	Is the invoice delinquent according to clinic standards? Can be completed automatically. See Collections.
Delinquent On	Date the invoice became delinquent.
Collection Agency ID	Has this invoice been turned over to a collection agency? If so, select the ID of the agency from the list (links to the Attorneys/Collection Agencies file).
Collection Agency Date	Place the date of collection action in this field.