Weekly/Monthly Reinvoicing

Most EMS companies have a collections policy which looks like this:

Receivables and Collections Policy
  1. We will file the claim against the patient's insurance.
  2. If the claim is denied, or if there is a copay or deductible due, we will invoice the patient.
  3. If the first invoice is not paid within 30 days, we will invoice the patient a second time.
  4. If the second invoice is not paid within 30 days, we will invoice the patient a third time.
  5. If the third invoice is not paid within 30 days, and if no completed hardship waiver is on file, we will sell the receivables to a collections agency.

AngelTrack's invoicing system was designed with this policy in mind, and so will automate most of the process. Simply follow this guide once every invoicing cycle -- i.e. once a week, or once every two weeks, or once a month, however often you send out new invoices.

Complete all steps on the same day

Try your best to complete all five steps on the same day, so that you can use the very handy ☑ 0 (today) filter to simply the process of printing and mailing.

Do the steps in exactly this order

When you do the following steps in order, AngelTrack's invoice automation features do most of the work for you. You will not need to manually attach or detach any receivables from invoices, nor worry about accidental duplicates.


Step 1: Close Overdue Invoices as Unpaid

From the Invoices List, use the filters to find all open invoices older than 30 days. The filter setting for this are:

  1. For the Status filter, tick ☑ Open, and untick all other choices.
  2. For the Age filter, untick ☑ 0 (today), ☑ 1-15, and ☑ 16-30, and leave all other choices ticked.
  3. You are probably doing this just for your patient invoices, since facilities and affiliates are usually treated differently. If that is the case, then set the Party filter to ☑ Patient.

Your invoices list now contains only those items which are overdue.

Check the box at the top-left corner of the grid to select all rows, then click the "Close as Unpaid" button in the "Bulk Operations" box. All selected invoices will be marked  Unpaid , and all underlying receivables will go back to  Billing office  where they will be picked up by the invoice generator during the next round of invoicing.

The unpaid invoices will disappear from the list... but of course you can cause them to reappear by ticking the ☑ Unpaid checkbox in the "Status" filters.


Step 2: Check for New Collections Invoices

The Invoice Generators are aware of the number of times each receivable has been invoiced and subsequently marked ☑ Unpaid. Therefore you can switch the invoice generator to ☑ Collections mode, and see whether any receivables have crossed your threshold for transfer to collections.

If there are any such receivables, then the counterparties will appear on the dropdown list; otherwise, the dropdown list will be empty, like this:

Checking for new collections invoices

If there are any counterparties, then create the necessary collections invoices.

There is no need to print or mail a collections invoice. In the next step we will export the underlying receivables data in a format suitable for your collections agency.


Step 3: Transfer Eligible Invoices to Collections Agency

From the Invoices List, adjust the filters to show only ☑ Open invoices, and untick all age filters except for ☑ 0 (today) in order to show only those invoices that were committed today. These are the collections invoices that you just created in step 2.

If there might be older collections invoices -- committed prior to today -- then bring them into the grid by ticking some additional age filters, such as ☑ 1-15, and ☑ 16-30, until you are satisfied that any older eligible invoices are included in the grid.

Click the "Times Invoiced" column header two times, in order to sort the grid so that the most-invoiced items are at the top. This column will serve as a double-check that everything being sent to collections has at least three  Unpaid  invoices on file.

If any invoice shows at least "3" in the "Times Invoiced" column, tick the checkbox at the left to select that row. If you selected any rows, then transfer them to collections like this:

  1. In the "Bulk Operations" box, click "Export data for collections". The exported data will be downloaded to your computer as a .CSV document which is viewable in Microsoft Excel™ or Google Sheets™. This document contains all information needed by your collections agency.
  2. Save the downloaded .CSV document to your computer in a folder where you can find it later. You will be emailing it to your collections agency.
  3. Also in the "Bulk Operations" box, click the "Close as Sold" button. The selected invoices will all be marked  Sold , and all underlying receivables will be advanced to  Finished , which means they are written off. (Of course you can always pull them back in later if a payment ever arrives.)

The sold invoices will disappear from the list... but of course you can cause them to reappear by ticking the ☑ Sold checkbox in the "Status" filters.

Filling out collections authorization forms

If you must fill out a collections authorization form for each receivable that was sold, you can open the .CSV document in Microsoft Excel™ or Google Sheets™ and work your way down the list. Remember you can use the Genie to quickly open any AngelTrack run ticket by its dispatch ID.

You may be able to auto-generate the many collections authorizations forms by using a Mail Merge in Microsoft Word™, driven by data from the .CSV document loaded into Excel. There are countless online guides explaining how to convert a Word document (your collections authorization form) into a Mail Merge, so just perform an internet search to learn how to do it.


Step 4: Create New Differential Invoices

Now that your collections-eligible receivables have been transferred out of the system, you are ready to do your regular invoicing for the cycle. For this, we will always use differential invoices.

Differential invoices protect you from accidental duplicates. You should use differential invoices wherever you can; use complete and custom invoices only if you have a specific need, and only if you understand why you need to invoice an item outside of the normal workflow.

To learn how to use an Invoice Generator to create differential invoices, refer to the Invoice Generator guide.

Print preview the invoice

After creating each invoice, click the "Print…" link to open it in a new browser tab for a quick proofread. If everything is satisfactory, return to the browser tab containing the invoice generator and then commit the invoice. You'll recall that committing an invoice causes all of its dispatches to advance to  Awaiting payment , as well as pushes the invoice's prices down to the dispatches' price quote fields.


Step 5: Print and Mail the New Invoices

From the Invoices List, use the ☑ 0 (today) filter to show only those invoices that were committed today. These are the ones you just created in step 4.

Check the box at the top-left corner of the grid to select all rows, then use the "Bulk Operations" box to print all of them. You can also print matching address labels, if you use adhesive address labels instead of windowed envelopes. In that case you must buy sheets of blank address labels in Avery 5160™ size.


Repeat the Steps Every Cycle

Whether you send out new invoices every week, or every other week, or once a month, the aforementioned steps are the same. Just follow the steps, in order, each invoicing day.

Always use differential invoices in this process, so that AngelTrack can protect you from duplications.


Sending Back to Insurance After Invoicing

If you have sent out an invoice to a facility or to the patient, only to find out the patient had insurance after all, then you should detach the affected runs from any invoices at the same time as you send the runs back to insurance.

When detaching, this popover dialog will offer you the chance to change the payor back to Insurance:

Invoice item detach popover

Detaching from the invoice is required for proper aging calculations (e.g. the Patients with a Balance report), which calculate a receivable's age from the date of the first committed invoice. That is why your very first invoice to the patient -- the one that led to the discovery of the patient's insurance -- must be detached, else it will cause the receivables to appear artifically old.

Cancelling the invoice entirely

If you are detaching the last item from an invoice, AngelTrack will helpfully offer to mark the entire invoice  Cancelled . This will usually happen with patient invoices, when patients call to give their insurance information and ask that the invoices be retracted.

In the case of a facility invoice, you will probably be detaching just one or two calls that turned out to be insurable. The rest of the calls will remain in the invoice to be paid directly by the facility. All of this will probably happen simultaneously, when the facility sends you a check for all items in the invoice except for the one or two which they want you to claim against insurance. In this situation, you must detach the insurable items from the invoice first, and then pay the invoice second, so that AngelTrack does not apply the payment against the insurable items.



AngelTrack Help Index - AngelTrack Support