The Invoices report lists client invoices. The client invoices feature is optional and is disabled by default. To enable it please contact customer support. Once enabled the following new functionality is available:
- A new main menu option called Payments appears. This is mostly an administrative report to view client payment entries, but you can also add new client payment entries here. When you view existing Draft payments you can apply part or all of the payment to one or more chart items. Once all the payment has been applied the status of the payment changes to Final.
- A new "Client Payment Information" section appears at the bottom of chart items that lists any payments that have been applied. You can also add new payments and apply any payments with unapplied money to the chart item.
- If a payment is applied to a chart item before it is finalized, then an appropriate copay, deductible, or payment result is automatically added to the resulting claim item when it is created.
- Additional validation checks occur when adding claim item results to claim items. This ensure that client payments entered match the claim item results entered.
- The client Due Amount field will be updated whenever a service is performed or a payment is added. A positive client Due Amount means the client owes money and can be invoiced, while a negative amount means the client has a credit.
For the client invoice feature to work all client payments must be entered into the system and applied to chart items correctly. This adds extra administrative overhead when using the system which is why it is disabled by default. When enabled client invoices work in a similar fashion as the user payroll feature, in that events eligible for the next invoice accumulate until an administrator posts an invoice for the client. When posting a client invoice a date must be specified that will limit invoice events before that date. Client invoices can be posted in two ways:
- At the top of the client chart there is Post Invoice button that will post a client invoice for all events.
- Under both the Chart and Client main menu options you can select multiple clients, enter a post date, and then click the Post Selected button.
When posting invoices by default the recipient is the client. If the client is, for example, a minor and the parent will be paying for the service then the parent should be added as a Client Person on the client's information page. In addition on the same page the client's Bill Person should be set to the person paying for services.
If your ChartCaddy account is integrated with Square then clicking the Submit button on an invoice will upload the invoice to Square. In addition any payments made on Square will be downloaded to ChartCaddy. To integrate your account with Square go to Settings -> Organization and click the Process Square button.