Topics Employer Invoice Search:  
Introduction: The Emp Invoice option is used to support the 'Employer Billing' feature in PrognoCIS. When the Encounter Type is Employer, the claim created from the Encounter Assessment is treated as an Employer Billing Claim. The Employer Billing Claims are not submitted to insurance companies but are directly billed to the associated Employer. These employers are billed with the help of invoices generated by PrognoCIS after accessing the fee from the Fee Schedule dedicated to the Employer. The menu option, Emp Invoice, generates invoices for all registered employers as per the selected template on the Employer Invoice Report popup for the chosen date range. One invoice is generated for each Encounter Type for an employer separately. The Employer Invoice, which is generated once for a specific employer, cannot be generated again for the same employer.

Properties: The Properties button is visible only to users with read access to the Properties Master screen. Clicking this button opens a popup displaying a list of properties from the Properties Master that are relevant to employer invoices. Admin users can view both admin-level properties (displayed in red) and user-level properties (displayed in black), whereas clinic users can view only user-level properties (displayed in black).

Display Generated Invoice

This field is enabled after selecting the Display Invoice radio button, and the Employer Invoice Search icon is also enabled. Clicking the Employer Invoice Search icon for this field displays the generated Employer invoices in the Emp Invoice popup.
Note:
  • The user can select at most five invoices.
  • For a multi-location setup, only invoices for the login location are displayed.

Create New Invoice

Create Invoice: Selecting the Create Invoice radio button enables this field. Clicking this button allows the user to generate invoices for Employer claims that are marked as 'Ready to Send'.

Employer From and Upto: Enter keywords in the Employer From and Upto fields. This option allows users to set the range for the system. The system uses this range for employer selection. The default values for From and Upto are 'A' and 'Zz'. This means it allows users to search across all claims for employers whose names start with the specified letter. The range A to Z covers employers whose names start with a lowercase letter.

Select Claim IDs: Click the Claim ID Search icon to invoke the Claims Search popup. The Select Claim IDs field helps users explicitly select the Employer claims that are marked with 'Ready to Send' status. If claims are selected using this option, the system considers the criteria applied by Employer From and Upto instead of the Period, and it uses only the selected Employer claims for invoice printing. If a user selects the wrong Claim ID, clicking the 'Clear' hyperlink clears the field, allowing the user to select the Claim ID again.
Note: For a multi-location setup, only login location claims are displayed under the Search icon.

Period: The dropdown list displays periods such as Today, Yesterday, This Week, Last Week, This Month, Last Month, This Quarter, Last Quarter, This Year, Last Year, and Custom Date. When the Period option is selected, the period dates are auto-populated in the From and Upto fields. In addition to the Employer From and Upto range, the system only considers Employer claims whose DOS (Date of Service) falls within this period.
Note: When the 'Custom Date' option is selected, users must enter the date manually.

Message: This field allows the user to add a custom message for the employer; this message is printed at the end of every generated invoice. A maximum of 100 characters is supported in the Message field.

Show Generated Invoice: Select the Show Generated Invoice checkbox and click the OK button to add the Employer Invoice to the Download Files → Employer Invoice section. If the checkbox is not selected, a message is displayed stating that the generated invoice (<Invoice No.>) is available under Download Files.

Run in Background: When the Run in Background checkbox is selected in the Create New Invoice section of the Employer Invoice popup and the OK button is clicked, the generated Employer Invoice is shown under Settings → Download Files → under the Category NEW EMPLOYER INVOICE. The Show Generated Invoice checkbox is disabled when the Run in Background checkbox is selected.

Generate Outstanding Invoice

Generate Outstanding Invoices: Selecting the Generate Outstanding Invoices radio button enables the user to generate outstanding invoices for employers or TPAs who have made a partial payment, depending on the option selected in the dropdown.
Note: For a multi-location setup, only login location invoices are displayed.

Generate Outstanding Invoices for Employer
When the property hide.empclaims.with.tpa is set to OFF, the dropdown beside the Generate Outstanding Invoices radio button displays only the Employer option.

Select Employer: Select the employer to whom the invoice is to be sent by clicking the Search icon next to the field. Only one employer can be selected from the search icon.

Search Employer Invoice Nos: Select multiple invoice numbers by clicking the Search icon next to the field. At most five invoices can be selected.

Run in Background: When the Run in Background checkbox is selected in the Generate Outstanding Invoice section of the Employer Invoice popup and the OK button is clicked, the generated outstanding invoice is shown under Settings → Download Files → under the Category, OUTSTANDING EMPLOYER INVOICE. The user is notified via a notification-type message with the subject as Background Process Complete: Outstanding Employer Invoices Generated and can be accessed from the menu Message → In screen in PrognoCIS. Clicking the Zoom icon associated with the message allows the user to view the Employer Invoice.

Generate Outstanding Invoices for TPA
As a prerequisite, when the property hide.empclaims.with.tpa is set to ON, selecting the Generate Outstanding Invoices radio button on the Employer Invoice popup makes two options available in the dropdown: Employer and TPA. Employer is the default selection.

Select TPA: Click the TPA Search icon beside the Select TPA field to invoke the TPA Master Search popup. The search popup displays only TPAs with outstanding balances. Only one TPA can be selected. Upon selection, the TPA name is displayed in the Select TPA field.

Select TPA Invoice Nos: Click the Invoice Search icon beside the Select TPA Invoice Nos field to invoke the Emp Invoice Search popup. This search popup displays TPA invoices for the TPA selected in the Select TPA field. Only five TPA invoices can be selected from the search popup. Upon selecting a sixth TPA invoice, the Selected Max No of Codes validation message is displayed in a popup with an OK button. The selected TPA invoice numbers are displayed in the Select TPA Invoice Nos field in a comma-separated format. Click the Clear link to remove all TPA invoice numbers from the field when required.

Run in Background: When the Run in Background checkbox is selected in the Generate Outstanding Invoice section of the Employer Invoice popup and the OK button is clicked, the generated outstanding invoice is shown under Settings → Download Files → under the Category, OUTSTANDING EMPLOYER INVOICE. The user is notified via a notification-type message with the subject as Background Process Complete: Outstanding TPA Invoices Generated and can be accessed from the menu Message → In screen in PrognoCIS. Clicking the Zoom button associated with the message allows the user to view the employer invoice.

Delete Employer Invoice

Delete Employer Invoice: This option allows the user to delete multiple Employer Invoices at a time that may have been created in error. Select the Delete Employer Invoice radio button and click the Employer Invoice Search icon to invoke the Emp Invoice Search List. The Employer Invoice records in the search list are displayed with multiselect checkboxes. This search list has an OK button and a CLOSE button. The user can select only 10 invoices from the search list. Upon selecting the 11th invoice, the Selected Max No of Codes validation message is shown in a popup with an OK button. Upon selecting Employer Invoices from the search list and clicking the OK button on the Emp Invoice Search List, the invoice numbers of the selected records are displayed in a comma-separated format in the space below the Delete Employer Invoice radio button. If the user selects 10 invoices from the search list and then opens the search list again to select another 10, the previously selected invoices are deselected, and only the newly selected 10 invoices are displayed. After selecting the invoice numbers, when the user clicks the OK button on the Employer Invoice popup, a confirmation popup displays the selected invoice numbers along with Yes, No, and Cancel buttons. The confirmation message is as follows: INVOICE No EMXXXXXX, EMXXXXXX, EMXXXXXX will be deleted. Clicking the Yes button displays a message in a popup with an OK button. The message is as follows: Employer Receipts # EMPRTXXXXX present for INVOICE # EMXXXXXX Employer Receipts # EMPRTXXXXX present for INVOICE # EMXXXXXX Employer Receipts # EMPRTXXXXX present for INVOICE # EMXXXXXX is successfully deleted. Clicking the No button closes the confirmation popup. Similarly, clicking the Cancel button closes the confirmation popup, and the selected invoices are not deleted.

The types of Employer Invoices that cannot be deleted are as follows:
  1. Invoices for which payments have been posted (partial or full) and are outstanding.
  2. Vouchers that are mentioned in any 'Entered' Employer Receipt Vouchers (vouchers not mentioned are allowed to be deleted).
Note: Invoices for which payments are posted will not be available for selection from the search binocular.

Deleted invoice claims are shown under the Claim IDs section of Create Invoice. After deleting the Employer Invoice Claims associated with an invoice, the status changes to 'Ready to Send'.

Note: For a multi-location setup, only login location invoices are shown under the Search icon.

Action Buttons:

CANCEL: Click the CANCEL button to close the popup.

OK: Click the OK button to save the desired changes on the popup.