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Invoices

AngelTrack has an invoicing system allowing you to create, edit, print, send, and process invoices for amounts due from facilities, from affiliates, and from patients.

Each invoice is a list of dispatches. For each dispatch, the invoice contains a quoted price and an amount invoiced. The quoted price is calculated during invoice generation, based on the pricing schedule used; the amount invoiced, meanwhile, is calculated by subtracting any payments received from the quoted price.

An invoice will include all dispatches for which the balance due is not zero, which means it will also include dispatches for which a refund is owed.


It's Not Like QuickBooks

If you are a QuickBooks user, you are probably in the habit of creating an invoice for everything. In QuickBooks, most every transaction must be associated with an invoice... and with that invoice's ID.

AngelTrack is not like that. In AngelTrack, invoices are optional. Their purpose is to automate the creation of payment events... but only where you see fit. You can create a payment event at any time without using an invoice at all.

Try to think of invoices as a tool, rather than as a requirement.

For example, suppose you receive a cash payment for a wheelchair transport. You can record it as a payment event (using Record a Payment Event page), and subsequently push that dispatch all the way to  Finished , without ever creating an invoice.

So create invoices as you need them... don't create them because you think that AngelTrack needs them.


How the Balance Due is Calculated

Before performing any invoicing, you must familiar with how AngelTrack calculates the balance due.

The adjudicated prices from insurance -- stored in the "Price allowed" field -- will override the "Price quote" and also any service charges and discounts.


Create and Cancel Invoices Any Time You Wish

Feel free to create invoices any time you see a need to group together some receivable dispatches in a nice report, to be sent to a customer or just for internal use. Create invoices for experiments. Create them for demonstrations. Create them for what-if scenarios.

The point is: invoices are not payment events. You can create any invoice you wish, as often as you wish, and it will not disturb AngelTrack's payment event records, nor its knowledge of balances still owing. Invoices are simply a means to creating those payment events... the existence of the invoice does not affect anyone's balance due: only payment events can alter a balance due.

Invoices have financial consequences only when paid or sold

An invoice can affect your receivables only when you pay it or when you sell it to collections. There are no consequences to the act of creating, editing, printing, exporting, or cancelling an invoice. The only consequential acts are:

So, you can create an invoice, preview it, add some explanatory comments, add and remove dispatches from it, export it to PDF, and then cancel the invoice... all without creating any payment event or altering any balance due.


Creating Invoices with the Invoice Generators

Invoices are created by the various Invoice Generators. There is an Invoice Generator for facilities, for affiliates, and for patients. Each one can hunt down all dispatches that are ready to be invoiced to that particular party, and produce a nicely formatted bill showing all services rendered and the amounts owing.

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

You can also create an empty invoice with the Invoice Generator, and then manually add dispatches to it afterward.

Choose from three types of invoice

AngelTrack's Invoice Generators offer you a choice of three invoice types: differential, complete, or custom. To learn what each of these is for, read the Invoice Types guide.

Parked dispatches

Dispatches that are parked will never be picked up by an invoice generator.

However, if a dispatch already belonged to an invoice at the time it was parked, it remains in that invoice and will be included in printouts. In other words, the only effect of parking is to prevent the dispatch from being included in any future invoices.


Committing an Invoice

When you are certain that an invoice is complete and correct, click the "Commit" button to commit it.

Committing an invoice does all of the following to each included dispatch:

The Invoice Generator offers a button to commit the invoice immediately after it is generated. There are also 'Commit' buttons shown in the Invoices page, allowing you to commit an invoice at any time.

Re-Commit

An invoice needs to be committed only once, in order to set price quotes for all of its dispatches, and then advance all of its dispatches to  Awaiting payment . So, once you click the "Commit" button, the button greys out. No need to click it twice.

Likewise if you wait until later to commit, and then do so in the Invoices list: once you click the "Commit" button that appears in the grid, the button disappears. No need to commit twice.

Occasionally the button will reappear as "Re-Commit". This happens when an invoice needs to be committed again as a result of something happening to one of its dispatches. For example, if someone pushes a dispatch back to  Billing office  for whatever reason, then the "Re-Commit" button will appear in order to push the dispatch forward to  Awaiting payment  again. Likewise if someone deletes a price quote, requiring it to be set again (using the invoice's pricing schedule).


Including Dispatches Still in QA

As discussed in greater detail in the Invoice Generator guide, an invoice can include dispatches that are still in QA. Normally this is not a good idea, because the QA process can change the mileage and the actual service level... but if you are sure you know what you're doing, then you can force AngelTrack to include such dispatches in an invoice.

You may find yourself forced to do this by a customer who demands an invoice on March 5th for all February activity... even though some February activity is still making its way through report completion / QA / corrections.

To direct the Invoice Generator to do so, change the invoice type to "Custom", and then make your selections from the various steps of the workflow:

Invoice Generator options for postprocess

For example, to include dispatches still in QA, tick the ☑ Awaiting QA review and ☑ Awaiting corrections boxes.

Remember that when an invoice is committed, all of its items are moved forward from  Billing office  to  Awaiting payment ... but any dispatches still in QA are left there so they can finish QA properly. When they eventually graduate QA, instead of moving forward to  Billing office  as usual, they automatically go straight to  Awaiting payment , joining up with the rest of the dispatches in the invoice.


Overlapping Invoices

It is normal and reasonable to have overlapping invoices, where a single dispatch belongs to several different invoices. This happens when an older invoice is not paid in full, or at all, and so its dispatches must be invoiced again and again.

AngelTrack does not mind when this happens. Every payment applied to every dispatch is tracked separately, regardless of which invoice is involved. Therefore, if an under- or overpayment occurs, the affected dispatches will automatically appear in the next invoice as debits or credits... and this will continue until all balances reach zero, or until a Biller makes the conscious decision to write them off.


Settling a Ledger Balance

If a facility or affiliate has a ledger balance, the Invoice Generator will volunteer to include that balance in their next invoice. In this manner, AngelTrack constantly tries to settle all outstanding ledger balances.

The charge (or credit) to settle a ledger balance is saved with the invoice, and can be edited independently of the invoice's other contents. Modifying it does not also modify the facility's (or affiliate's) actual ledger balance. The only time an invoice can alter a facility's or affiliate's ledger balance is when the invoice is paid. Underpayments and overpayments are applied to the appropriate ledger, and carried forward to the next month's invoice.


Editing Invoices

The Invoices page shows the list of open invoices -- and also closed invoices if you uncheck the appropriate box. From this page you can edit an invoice's name, custom ID number, the amount of the charge/credit for ledger balance, and the ☑ Price Override checkbox.

Every invoice has a journal, showing every change made to it. To view the journal, open the Invoice Edit page and then select the "Journal" tab.

Adding items

You may add additional dispatches to an invoice at any time, even after it is committed.

To add a dispatch to an invoice, open its Dispatch Edit page and select the 'Invoices' tab. You will then see a grid of invoices that the dispatch currently belongs to, if any. Click the + icon at the upper right to add the dispatch to another invoice. You can do this even if the dispatch is currently parked.

A popup window will appear, offering a list of invoices that the dispatch does not yet belong to. You can select any invoice you wish. You must also provide a price quote if the dispatch does not yet have one.

If the selected invoice has already been committed, then adding another dispatch to it will require committing that dispatch too. The two checkboxes become available if you choose a committed invoice; the checkboxes correspond to the very same checkboxes used when committing an invoice in the usual way.

After saving your work, you will then see the new invoice listed on the dispatch's "Invoices" tab. From there you can view and print it.

Removing items

From the list in the Invoices page, click the invoice's ID to open the Invoice Edit page. The "Dispatches" tab shows the invocie's contents. Each item has a 'Detach' button on the right-hand side; click the button to remove the item from the invoice. Your changes take effect immediately; you will see your changes when you reprint the invoice.

If the invoice has been committed, the removed item will then be un-committed (i.e. sent back to  Billing office  for re-invoicing) if it does not belong to any other committed invoices.

Adjusting prices

From the list in the Invoices page, click an invoice's ID to view its contents. Each item has several editable items:

Your changes take effect immediately; you will see them when you reprint the invoice.

Note that changes to the transport distance or to the standby minutes are not automatically reflected in the price or in the amount due; you must recalculate the price change yourself.

Note that any change to the price invoiced has an accompanying checkbox: ☑ Also update the underlying price quote. When that checkbox is ticked, then your new price will also be saved back to the underlying dispatch record so as to make it permanent. It will thereafter be carried into all future invoices, and will alter the balance due.

Adding comments to invoiced items

Each item in the invoice is accompanied by a chart showing its payment activity, including claims, denials, approvals, appeals, and payments. If applicable, there will also be a note indicating the name of the person who signed the 'Non-Covered Destination' acknowledgement form.

You may add your own comments, which will be displayed as additional entries in the chart. To any of the following fields in AngelTrack:

...you may add a !bang comment, which is a line of text that begins with an exclamation point, like this:

To learn more about how !bang comments from dispatchers, billers, and QA reviewers flow automatically into invoices, read the Invoice Comments guide.


Bulk Printing Invoices and Mailing Labels

You can print many invoices in one shot. Use the selection checkboxes along the left-hand edge of the Invoices grid to select all desired invoices. The "Print..." link will then light up. Clicking that link will open a new browser tab containing all pages of all selected invoices, in sequence.

You can print the entire assembly in one go, right from your browser.

Printing for windowed #10 envelopes

AngelTrack's printed invoices are designed to align correctly with the address window(s) in a standard #10 business envelope.

The invoices normally print in landscape mode so that the line-item grids are not squished, but the cover page of every invoice will rotate itself to portrait mode during printing. In portrait mode, the TO: and FROM: addresses on the cover page will line up with the envelope's windows.

This feature is not available when you export an invoice as a .PDF and then print the .PDF. It is available only when printing invoices from inside your web browser.

Printing 5160-sized mailing labels

If you are not using windowed envelopes, AngelTrack can generate your mailing labels in the standard size: Avery 5160.

After selecting your desired invoices on the Invoices list, click the "Print 5160 labels…" link. A sheet of pre-formatted labels will open in a new tab in your browser, ready for immediate printing. It may be necessary to fiddle with your browser's print settings, or your printer's settings, to get the labels to line up exactly right.

NOTE: For patient invoices, the next-of-kin name and address will be used if it has been provided and if the ☑ Next-of-kin is guarantor checkbox is ticked. If a patient record has no mailing address or next-of-kin address, then the patient's residence facility (if any) will be used instead.

Printing custom-sized mailing labels using a mail merge

If you do not wish to use the Avery 5160 size address labels, then you can print custom-sized mailing labels using a mail merge in your word processor. Th

From the Invoices list use the grid export feature Export to dump the Invoices grid to a .CSV document. That document can then be imported by your word processor as a mail merge. All necessary fields for mailing labels are present; the data is drawn from the respective patient, facility, and affiliate records.

For reference, the relevant field names are:


Customizing the Printout

You may customize the invoice's cover page in the following ways:


Exporting to Excel or PDF

At any time, you can export an invoice to Excel, using the "Excel…" and "PDF…" links on the Invoices and Invoice Edit pages.

PDF exports look like the normal printed invoice, and contain exactly the same information. (However they do not automatically rotate the cover sheet to portrait mode, for proper alignment in a windowed #10 envelope.)

Excel exports, on the other hand, contain a great deal more information. AngelTrack creates an Excel workbook containing many worksheets: a cover worksheet, a rates worksheet, a summary worksheet, and a worksheet for each service (wheelchair, BLS, ALS, labs, telemedicine) included in the invoice.

AngelTrack's Excel exports are rendered in Excel XML, a format supported by all versions of Microsoft Office since 2003. When your web browser prompts you for what to do with the XML file sent by AngelTrack, you can open it right in the Excel application.


Exporting to BillFlash™

If you use BillFlash to print and mail your invoices, AngelTrack can easily export your invoices in the BillFlash format for quick import into their system.

To learn how that works, and what the limitations are, read the BillFlash guide.


Cancelling an Invoice

If an invoice contains significant errors, just cancel it and generate it again. Cancellation is done by clicking the "Close" link from the Invoices page. The Invoice Close page opens. Selected "Cancelled" and then click "Save".

If the cancelled invoice was committed, its dispatches will be un-committed (i.e. sent back to  Billing office  for re-invoicing) if they do not belong to another committed invoice.


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Paying an Invoice

When you receive payment for an invoice, click the 'Close' link to open the Invoice Close page. Record the date and amount of payment, make selections for how over- and under-payment is handled, and then click "Pay".

Overpayment and overrefund

When paying off an invoice, AngelTrack attempts to square all balances owed across all dispatches in the invoice. Usually this is simple: the invoiced amount is equal the current price quotes of all included items, and the payment amount is also the same. The payment will neatly pay off all items in the invoice, and AngelTrack will therefore move them all to  Finished  and then mark the invoice  Paid .

...but sometimes the situation is more complicated. Here are some complex situations you might encounter:

Underpaid and overpaid items go back to the Billing office

When paying an invoice, AngelTrack seeks to fully pay each invoiced item, oldest first. When the payment is insufficient to pay them all, then this is what happens:

All items pushed back to  Billing office  will then be picked up by the invoice generator during the next round of invoicing.

Invoice payments not affected by parking

The payment of dispatches in an invoice, and the aforementioned handling of under- and over-payments, are not affected by parking.


Marking an Invoice as Unpaid

If your contracts require you to re-invoice your customers every 30 days (or so), then you will be marking invoices as  Unpaid  at the end of each period, in order to invoice the underlying receivables again.

When you close an invoice in that manner, all included dispatches will be moved back to  Billing office , so as to be automatically included in the next differential invoice you create.

AngelTrack automatically keeps track of how many times each receivable has been invoiced in this manner. The running count will be displayed in the Invoices list, so that you can see when you have satisfied your invoicing requirements and therefore can send the invoice to collections or perhaps write it off.

To learn how to use AngelTrack for a weekly/monthly reinvoicing cycle, read the Weekly/Monthly Reinvoicing Guide.


Selling an Invoice to Collections

The Invoice Close page offers the option of selling the invoice to a collections agency. Use this option to record the sale event, which will close the invoice as  Sold , and then move all of its dispatches to  Finished  (as unpaid) where they will exit AngelTrack's postprocess. Later, any dispatch not fully paid will appear in writeoff reports.

You can do this to multiple invoices simultaneously, by using the "Bulk Operations" toolbox on the Invoices List. It will download to you a consolidated .CSV spreadshet containing all dispatches in all selected invocies, with duplicates automatically removed. The spreadsheet contains all the information needed by the collections agency.

To learn more about selling to collections, and writeoff reports, read the Collections and Writeoffs guide.

To learn how to use AngelTrack for a weekly/monthly reinvoicing cycle, passing receivables to collections after they have been invoiced a certain number of times, read the Weekly/Monthly Reinvoicing Guide.



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