New Features
First: Invoices
“Invoices” New View for patients and financials modules is now available from DentaLore Cloud System, that enables user to create new invoices, link procedure/s with invoices, update, perform financial transactions (Payment and Adjustment) against each invoice, delete, review created invoices within required period of time and of course printout those invoices.
Invoices Access Rights Configuration
– Managed from Settings Module –> Practice –> Security –> Select Group –> “Access Rights” tab –> Financials.
– Access Rights allow user to view the invoices for patients, create new ones, update and delete.
- Allow View: Displays the Invoices View for ‘Patients’ Module.
- Allow Add: Allows user to add (create) new invoices.
>> Controls the display of ‘Create Invoice’ button in the Ledger View. - Allow Edit: Ability to update in the existing invoices records from different views (Invoices Main grid View, Patients’ Invoices and Open Ledger grid view).
- Allow Delete: Ability to delete any of the existing invoices records listed in the “Invoices Main grid View” and “Open Ledger grid view”.
>> “Delete” icon displayed only for Non-printed Invoices
Invoices Settings
– User has the ability to select if he wants his clinic to work with or without invoices. This could be managed from:
Settings Module –> Accounting –> “General” tab –> (Show Invoices).
– The (Show Invoices) controls the viewing of the following:
- “Invoices” View for the Patient’s Module.
- “Invoice” column in the (Procedure and Open) Ledger Grid Views.
- “Invoice Details” Section in the “Add/Edit Payment” and “Add/Edit Adjustment” pages that are performed against an invoice.
–> Fields included in the “Invoice Details” Section are:
– “Invoice ID” drop down menu.
– “Balance” field. - Field “Invoice ID” displayed in the Patient’s receipt.
– Moreover user is able to configure the format of “Invoice ID” to be generated upon configured settings. This could be managed from:
Settings Module –> Practice –> Codes >> Invoices.
Create Invoice
– Invoices are mainly created from ‘Ledger’ view from the (Create Invoice) button that’s displayed only if the clinic is using the invoicing feature and user is allowed (Has Access) to add new invoices. So creating an invoice could be performed from:
Patients –> Patient List –> Select Patient –> Ledger –> “Create Invoice” button.
By default the “Create Invoice” button is disabled. In order to enable it, you must tick the check box of procedure/s that are required to create invoice for.
Invoices View for Patients
– Is the view that lists all of the invoices created for each patient, that user could search for a specific invoice within selected period of time.
– Invoices View contains the following 2 sections:
- Search Area
- Date Range: Drop down menu that includes different date range options: (All, Tomorrow, Today, Yesterday, Current Week, Last Week, Current Month, Last Month, Current Year, Last Year, and Custom Range).
– Default Selection: Current Month. - Invoice ID: Must use the exact ID of the invoice to search for it.
- Status: Field enables user to search by the invoice’s Status that could be: Unpaid, Partial, and/or Paid.
– Default Selection is: All statues are selected.
- Date Range: Drop down menu that includes different date range options: (All, Tomorrow, Today, Yesterday, Current Week, Last Week, Current Month, Last Month, Current Year, Last Year, and Custom Range).
- Invoices Grid View
Displays the patient’s invoices according to filtration data. Grid view columns are:- Transaction Column: Contains 2 icons:
– “View”; that access the ‘Invoice Details’ page.
– “Delete”; that enables user to delete any of the existed invoices (ONLY if this invoice has not printed yet). - Invoice ID; Displays the invoice’s ID.
- Created On; Displays the date when the invoice has been created.
- Created By; Displays the name of user who created the invoice.
- First Print On; Displays the date and Time when the invoice has been printed for the first time.
>> Printing Invoice is performed from the “Invoice Details” page. - First Print By; Displays the name of user who print the invoice for the first time.
- Last Print On; Displays the date and Time when the invoice is (Re-printed) last printed.
- Last Print By; Displays the name of user who last (Re-print) the invoice.
- Print Times; Displays the total count of how many times has the invoice printed.
- Total Amount; Displays the total amount of the invoice that’s required to be paid.
- Status; Displays the status of invoice that could be: Unpaid, Partial, or Paid.
- Unpaid: Is for the new invoices that has no payments and/or adjustment records (total payments = 0 and total adjustments = 0).
- Partial: displayed when part of the invoice is paid
- Paid: displayed when the total balance of invoice is = 0
- Transaction Column: Contains 2 icons:
Invoice Details Page
– Invoice Details page is the view that displays the detailed info about the created invoice including the procedures, how many times did this invoice printed, audit info about it and many more info.
– Invoice Details data are displayed in 2 tabs: (Info and Payment), also there is a (Summary) and (Audit Information) sections. And the control buttons.
- “Info” tab
Sections of Info tab are:- Patient Information
- Procedures Grid View
- Notes
- “Payment” tab
Displays the payment and adjustment transactions performed against the selected invoice, both of “View” and “Delete” icons to update and/or delete any of the listed financial transactions. - “Summary” Section
This section displays data summary related to the selected invoice which are:
- Total Amount: Filed displays the total amount to be paid for the invoice.
- Total Payments: Field displays the total payments performed against the selected invoice.
- Total Adjustments: Field displays the total adjustments performed against the selected invoice.
- Total Balance: Field displays the remaining amount of money to be paid to close the invoice.
- Last Payment: Field displays the amount of last payment transaction performed against the selected invoice.
- Date: Field displays the date of last payment transaction.
- Status: Is a drop down menu that displays the status of invoice that could be: Unpaid, Partial, or Paid. User is able to change the status.
- “Audit Information” Section
Displays the following audit info:- Created On: displays the date when the invoice has been created.
- Created By: displays the name of user who created the invoice.
- First Printed On: displays the date and time when the invoice is being printed for the first time.
- First Printed By: displays the name of the user who sent the invoice for the first time.
- Last Printed On: displays the last date and time when the invoice has printed.
- Last Printed By: displays the name of the user who is the last one to print the invoice.
>> Note that the (Last Printed On) and (Last Printed By) fields display the same info as displayed in the (First Printed On) and (First Printed By) for the first time the invoice is being printed. - Print Times: displays how many times the selected invoice is being printed (Counter).
-
Control buttons
- “Save” button: Once press, the updated fields saved and user still on the (Invoice Details) page.
- “Add Payment” button: Once Pressed, User directed to new page “Add Payment” in order to add payment transaction against the invoice.
- “Add Adjustment” button: Once Pressed, User directed to new page “Add Adjustment” in order to add adjustment transaction against the invoice.
- “Print” button: Once Pressed, new window opens that displays the invoice’s printout.
- “Cancel” button: Once Pressed, changed fields will not be saved and user directed back to the ‘Invoices’ main view.
Ledger View when using the Invoices feature
– Ledger View is from the views that got affected by the usage of “Invoices” in which user mainly create invoices from ledger view, as well a new column titled “Invoices” displayed in the Ledger grid view to display whether the listed procedure/s are Invoiced or Uninvoiced and cloud filter them.
Patients’ Invoices View from Financial Module
– Patients’ Invoices is the view that lists all of the daily invoices created in the selected branch from navigation bar, invoices displayed in details in order to help the accountant who works on System to directly check invoices within required period of time.
– Patients’ Invoices view mainly includes 2 sections:
- Search Area
User has ability to search for invoices using any of the following fields:- Date: Is a drop down menu contains different dates: (All, Tomorrow, Today, Yesterday, Current Week, Last Week, Current Month, Last Month, Current Year, Last Year, and Custom Range) in order to enable user to select required date range.
– Default Selection: Today. - Invoice ID: field to search by the exact invoice ID.
- Status: field enables user to search by the invoice’s Status that could be: Unpaid, Partial, and/or Paid.
– Default Selection is: All statues are selected. - Patient ID: field to search by the exact patient ID.
- Patient Name: field to search by exact patient’s name.
- Printed Invoices: Is a drop down menu that contains: (All, Yes, and No) in order to enable user to select to filter by printed, Not printed or all invoices.
– Default Selection: All.
- Date: Is a drop down menu contains different dates: (All, Tomorrow, Today, Yesterday, Current Week, Last Week, Current Month, Last Month, Current Year, Last Year, and Custom Range) in order to enable user to select required date range.
- Invoices Grid View
Columns of grid view are:- Transactions: Only ‘View‘ icon exists to enable user access the ‘Invoice Details’ page.
- Created On: Displays the date and time when the invoice has been created.
>> Note that: User could sort invoices listed in grid view in ascending or descending order from the ‘Arrow’ in the (Created On) column. - Invoice ID: Displays the invoices’s ID.
- Patient ID: Displays the patient’s ID.
- Patient Name: Displays the patient’s Name.
- Status: Displays the current status of listed invoices that could be: (Unpaid, Partial, or Paid).
- Total Amount: Displays the total amount of invoice that’s required to be paid.
- Balance: Displays the remaining amount on the invoice in order to be totally paid.
- Created By: Displays the name of user who created the invoice.
- Printed: Displays (Yes or No) that if each of the listed invoice had printed or not.
- Last Print On: Displays the date and Time when the invoice is (Re-printed) last printed.
- Last Print By: Displays the name of user who last (Re-print) the invoice.
Performing Payment/ Adjustment Action Against Invoice from Procedure Ledger Clinic
Payment transactions against an invoice could be performed from the invoice details page and as well from the procedure ledger view. Any of the 2 views will successfully save the transaction.
- From Invoice Details Page
- Press “Add Payment” button –> “Add Payment” page opens with the “Invoice Details” section, that the Invoice ID is automatically selected and couldn’t be changed with the balance of selected invoice is displayed in (Balance) field.
As well the (Distribute) filed displayed ticked and the tick mark can’t be removed by user. - Similarly for performing the Adjustment transactions.
- Press “Add Payment” button –> “Add Payment” page opens with the “Invoice Details” section, that the Invoice ID is automatically selected and couldn’t be changed with the balance of selected invoice is displayed in (Balance) field.
- From Procedure Ledger View
Performing Payment/ Adjustment Action Against Invoice from Open Ledger Clinic
Payment transactions against an invoice could be performed from the invoice details page and as well from the open ledger view. Any of the 2 views will successfully save the transaction.
- From Invoice Details Page
- From Open Ledger View
- Press “Add Payment” button –> “Add Payment” page opens with the “Invoice Details” section, that the Invoice ID drop down menu selected (None) by default in order to give user to select if s/he wants to pay against invoice or not and if it’s against invoice then which of them.
>> Note that: The (Invoice ID) drop down menu lists only the invoices of statues (Unpaid and Partial). - Similarly for performing the Adjustment transactions.
- Press “Add Payment” button –> “Add Payment” page opens with the “Invoice Details” section, that the Invoice ID drop down menu selected (None) by default in order to give user to select if s/he wants to pay against invoice or not and if it’s against invoice then which of them.
Patient’s Receipt for Payment Records linked with Invoice.
- When the payment transaction is linked to an invoice then the “Invoice ID” is displayed in the patient’s receipt bellow the receipt’s ID.
>> Note that the format of generated (Invoice ID) depends on the settings configured for Invoices codes from Settings module.
Second: Filters
1- Filters in Patient List Grid View
- Users are now able to filter patients using each of the ID, SSN, and Name from filter icon exist in each equivalent column so that saves much time for searching and help to get your search result faster. Also now users could search for patients using the “Address” in the search box.
2- Filters in Work List View
- Users are now able to filter visits listed in the work list view by (Operatory) field that exists in search area. And also filter data displayed in grid view by patient’s ID and Name from filter icons exist in each column.
3- Filters in “Progress Notes” tab in Chart View
- Users are now able to filter procedures listed in the “Progress Note” of chart using each of: Name, Tooth, and Provider from the filter icon added in each column.
4- Filter in Ledger Grid view
- Users are now able to filter procedures listed in Ledger view by (Claim) in order to display which is claimed and which is not from filter icon added in “Claims” column.
– Enhancement of Patient List grid view
– Enhancement of Popup of Patient’s Visit Card
Bug Fixes
- Default Reservation of Visit configured from settings module reflects only in the ‘Add Visit’ page when it’s accessed from the Scheduler module.
- “Reset” button in Ledger View functions as the “Filter” button.
- Automatic messages (SMS and/or Email) using the “Appointment Changed” event sent many times to the patient.