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Invoice Generators

Invoice Generators select groups of dispatches to be billed together, and assemble them into an invoice to be sent to a customer. After an invoice is generated, you can add and remove dispatches from it.

If you have not yet read the Invoicing guide, go and read it first.


Price Schema

The price schema is automatically loaded with your current retail prices. Then, if you are generating an invoice for a facility or an affiliate, their contract prices (if any) are overlaid. Any retail price overlaid with a contract price will be marked in light blue.

Price schema
The blue boxes were retail prices superceded by contract prices

You can alter the price schema as you see fit. Whenever you make a change, the invoice preview is recalculated, showing the effect of the pricing changes.


Prices are Quoted During Invoicing

AngelTrack uses "lazy price quoting", which means that the Price Quote for a dispatch is not set until it reaches the Billing office, after passing QA. This is better than up-front price quoting because mileages, times, and services can change on-scene... and claimed mileages, claimed times, and claimed services can change during QA.

To learn more about price quoting, read the Pricing guide.

Since it has a price schema loaded, the Invoice Generator can calculate a price quote for every dispatch that does not yet have one. And if you are invoicing someone under a pricing contract, where prices are calculated without regard for any prices quoted by dispatchers or claimed (unsuccessfully) against insurance, then you can ☑ Override any quoted prices. This setting forcibly imposes the price schema on all included dispatches.

Once a dispatch's price is quoted, AngelTrack calculates the balance owing by subtracting all payments received thus far. If there is any balance remaining -- be it positive (customer owes money) or negative (customer is owed a refund) -- then the dispatch will be included in the invoice. Dispatches with no balance due can also be included (check the ☑ Include calls with no balance due box) if you wish to give the customer a complete record of activity for the time period.

Overriding prices adjudicated by insurance

An insurance adjudication constrains the price you can charge the patient. It does not, however, constrain the price you can charge under a facility contract, in the event that the insurance carrier adjudicates a price but then later denies the claim and reverses any payments.

For those situations, the invoice generator for facilities has a special option: ☑ Clear any insurer adjudicated prices. When that checkbox is ticked, then the "Price allowed" field of all included dispatches will be cleared when the invoice is committed. By clearing that field, the facility will be charged the contract prices even if a dispatch previously had a price adjudicated.


Criteria for Inclusion in an Invoice

Invoice Generators automatically select dispatches payable by the facility, affiliate, or patient you choose. To be included, a dispatch must meet the following criteria:

Criteria for Facility Invoices

The Invoice Generator for Facilities imposes this additional criterion on dispatches to be included:

The latter criteria (select dispatches for inclusion even with no Payor set) permits you to easily generate invoices for wheelchair van service, without any need for insurance review or payor selection.

Criteria for Affiliate Invoices

The Invoice Generator for Affiliates imposes these additional criteria on dispatches to be included:

Criteria for Patient Invoices

The Invoice Generator for Patients imposes this additional criterion on dispatches to be included:

Additional Filters

You can further filter the selection by specifying a date range and one or more Postprocess Status values, as discussed in the next section.


Using the Invoice Generators

Be sure you are familiar with how the Bill-to and Payor fields interact, and the rules (listed above) for which dispatches show up in each invoice generator.

Step 1: Select Dispatches

Use the filter controls at the top of the page to choose which dispatches will be included in the invoice. The most important criterion is the invoice type:

To learn more about these three invoice types, read the Invoice Types guide.

Any time you adjust the invoice type or other filters, AngelTrack recalculates the proposed invoice's totals, and shows it in the preview chart at the bottom of the page. Before printing or committing the invoice, carefully check the preview chart and ensure that all numbers are correct.

Step 2: Adjust Prices if Necessary

The pricing controls in the middle of the page are pre-loaded with your retail prices. If you are invoicing a facility or affiliate, then their contract prices will be overlaid, highlighted in blue; you can adjust and save the contract prices as necessary.

Set the prices for the invoice. Remember, the Invoice Generator will include all dispatches for which the amount received thus far is different than the Effective Price... be it greater than (in which case a refund is due) or less than. Whenever the amount received thus far is equal to the effective price, the dispatch will not appear in the invoice, even if it meets all other criteria.

If you wish to override the latter, and include all dispatches matching the filter criteria even if no balance is owed, then tick the ☑ Include calls with no balance owed checkbox.

Step 3: Name the Invoice

If you wish, you can name your invoice anything you like. If you do not provide a name, AngelTrack will generate one for you, consisting of the name of the invoiced party and the "on or after" date.

In addition to its name, every invoice gets a unique ID number, starting with 1. If you need to set a custom ID number -- such as an ID generated by your accounting software -- you can specify it here. Thereafter AngelTrack will always show both IDs to you, but only the custom ID number will appear when printing or exporting.

Step 4: Create the Invoice

When the preview shows the correct figures, click the 'Create' button to generate the invoice. A link appears next to the 'Create' button, which you can click to view and print the new invoice.

The new invoice also appears in the Invoices page in the open invoices list. From that list you can view and reprint invoices as necessary, or edit their contents. For further reading, refer to the Invoices guide.

Step 5: Commit the Invoice

Once an invoice is generated and judged to be true and correct, you must commit it.

You can do so right in the invoice generator by clicking the large "Commit" button, or you can do it later from the Invoices list.

Committing an invoice does all of the following:

  1. Move all included dispatches from  Billing office  to  Awaiting payment , excluding them from future differential invoices. Any dispatch that is still in QA will wait to pass QA, and then automatically move to join the others.
  2. Any dispatch without a price quote is now given one, calculated according to the price schema you loaded in the invoice generator. (It is normal for price quotes to be missing at this point because Angeltrack uses lazy price quoting.)
  3. If the ☑ Override any quoted prices checkbox is ticked, then all pre-existing price quotes are overwritten with new price quotes calculated from the price schema. This is normally used for facility invoices and for affiliate invoices, where a contract is in play; it is not normally done for patient invoices because pre-existing price quotes were probably quotes given to the patient on the phone during call-taking, and such promises should not later be changed.
  4. If the invoice is for a facility and if the ☑ Clear any insurer adjudicated prices checkbox is ticked, the "Price allowed" field of all included dispatches will be cleared.
  5. All dispatches have their Payor set to  F acility,  A ffiliate, or  P atient if not already set as such.

Including Dispatches Still In QA

Your invoice can even include dispatches that are still making their way through QA, if you trust that their service levels and mileages will not be changing during QA. A complete invoice always includes calls still in QA, and a custom invoice can do so too (depending on which Postprocess Status filter you select).

When a dispatch still in QA is added to an invoice and then committed, it is not moved to  Awaiting payment  (although its Payor and Price Quote are still set as usual). Instead, such dispatches are allowed to finish the normal QA process. Then, when they graduate QA, instead of moving to  Billing office , they move straight to  Awaiting payment .


Modifying the Text on the Cover Sheet

Every invoice has a cover-sheet that includes boilerplate text, something along the lines of "Payable upon receipt". This is called the boilerplate text. It is created from a document template that applies to all invoices systemwide.

On the invoice's cover-sheet immediately below the boilerplate text, you can place additional comments. This is done by adding a !bang comment to the invoice's "Notes" field. The "Notes" field is editable from the Invoice Edit page, and it can also be edited directly in the grid in the Invoices list.

Permanently modifying the boiler text used for all invoice cover sheets

You can modify the boilerplate text used for all invoice cover sheets. The boilerplate text is created from a document template that can be edited from the Settings page.

There is document template for the boilerplate for each invoice type: Facility, Affiliate, and Patient. Facility invoices in particular have special boilerplate text in order to qualify for the Regulatory Discount Safe Harbor. Do not remove the safe harbor verbiage from the document template without first consulting your legal team.



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