Part of the transition from one Management Software to another is working with your outstanding credits/balances.
Moving over Patient Credits
If you would like to move over patient credits you can do so using “Credit Memos”. It’s often a good idea to choose a date from before you started with Jane so that these credits don’t display on any of your current reporting.
You can create a credit for a patient by going to their Patient Profile and then to their “Billing” tab (1). There is a “Credit Memo” tab (2) where you can create a credit for that patient (3). Credit memos will not show as income on your transaction or sales report.
The balance you create here will be available for use against future appointments.
Entering Accounts Receivable
Some clinics are choosing to enter their Patient A/R only when they receive payment, others are inputting their entire A/R in advance. Either way we recommend printing out an A/R report from your existing software to work from.
If we imported your past appointments, you can create an A/R charge for your patient by returning to the appropriate appointment(s) in the past and activating the billing. Click on the appointment to open the “appointment pane”. If the appointment hasn’t been attached to a Jane treatment, then use the pencil button beside the treatment description to choose a treatment and attach a charge.
Be careful with insuring appointments, as you don’t want to create duplicate insurer invoices (expecially for Teleplan insurers).
Arrive the appointment to create the invoice.
We have two options for you to choose from:
Option 1. Using Appointments
If you started fresh with Jane with no imported appointments, just use the same idea but book the appointment in to begin, as you would any normal appointment.
It’s a bit of a manual process, but will ensure that your patients receive accurate receipts when they pay their outstanding balance and that the payments will be attached to the correct practitioners for compensation.
Option 2. Using a Product
❗Please Note❗: This option works best in cases where the client with an outstanding balance has only seen one practitioner, and where the balance owning does not need to be billed to a third party. In cases where the balance owing will need to be paid to multiple practitioners, or where a third party payer is requiring a detailed breakdown of each date of service billed for, you are best to manage invoicing for those amounts owing by booking and arriving appointments in the past, or arriving past appointments that were imported to generate these invoices. This ensures that all relevant (and important!) details are included on each invoice, and that each therapist is compensated accurately when payment is made.
If the above does not apply to you, then there is a very simple way to create an outstanding balance in each of your client’s accounts!
The first step is to create a product called “Outstanding A/R From Previous Software”.
You can then sell this product to the client, and manually override the price to match your A/R Records. Option 3A in the following guide document will help show you how to Manually Override an Invoice.
You’ll now see the outstanding balance here with the relevant invoice within the client’s account.
And that’s it! Now you can go ahead and collect your money 😊🎉