The first Penalty Invoice for a No Show or Cancelled Appointment is automatically generated with zero fees within a defined period. The system automatically verifies if a Penalty Invoice exists for a patient either within a calendar year (January 1 - December 31) or per visit. If none exists, a zero-dollar invoice is generated using the configured Special Billing Code. Otherwise, standard Penalty Invoicing rules apply.
The system properties controlling this functionality include:
- billing.zeropenalty.4firstnoshowncancelappt.by – Defines whether the first zero-dollar Penalty Invoice is based on the Date of Service or Calendar Year.
- billing.splcode.noshow.at.zeroamt – Assigns a Special Billing Code for zero-dollar no-show Penalty Invoices.
- billing.splcode.cancelled.at.zeroamt – Assigns a Special Billing Code for zero-dollar cancelled appointment Penalty Invoices.
- billing.penaltyinv.gen4zeroamt.mark.billed – Determines whether zero-dollar Penalty Invoices are automatically marked as billed.
- statement.include.zeroamt.penaltyinv – Controls the inclusion of zero-dollar Penalty Invoices in Patient and Guarantor statements.
New Claim: The
'New Claim' button invokes a popup to Create New Invoice.
Search: The 'Search' button is represented by a binocular icon. Clicking on the icon opens a window that helps in
searching for details of any particular patient. 
Filter: The 'Filter' button is added on the screen, which replaces the 'Select Filter' button
(which used to be at the bottom) and the toolbar list box for
'All/Unprocessed/Billed' (this toolbar has also been removed from the screen).
This filter is indicated by the funnel icon next to the Claims search binocular
icon.
Properties: This button is exclusively visible to users with Read Access to the Properties Master screen. Access to this button is strategically granted to enhance user functionality. Clicking the Properties button triggers a popup, presenting a list of properties from the
Properties
Master screen in PrognoCIS that cater to Penalty Invoices.
Patient Billing Notes: This button invokes a popup to display or add patient billing notes.
Patient Notes:
Clicking this icon invokes the Patient Notes popup, which displays additional information or notes related to the patient.
Patient Alert: It displays the Patient Alert issued by the Biller/Admin for a patient. When a Patient
Alert is present, the icon turns red. The Patient Alert display is dependent on
the parameter set in the 'facesheet.showalert.fortypes' property. When 'PA' is
set in this property, it is displayed on the Claims → Penalty Invoices
screen. The property, patient.alert.message.on.send2collection, governs the Custom Alert shown on the Patient Alerts popup when a claim is sent to the Collection Agency. Any alphanumeric message up to 500 characters can be entered in this property along with tags such as _CANAME_ for the Collection Agency Name, _OSAMT_ for the amount moved to the Collection Agency, _CLAIMIDS_ for the Claim IDs moved to the Collection Agency, _CATEL1_ for Work Telephone 1 of the Collection Agency, _CATEL2_ for Work Telephone 2 of the Collection Agency, and _TODAY_ for the run date in MM-DD-YYYY format. When a message is defined in the property, the Alert is displayed in the following format: [Message defined in the property with appropriate tags] By: System MM-DD-YYYY. When the property is left blank, the following Alert is displayed: Patient Claim IDs: XXXXX Sent to Collection Agency: XXXXXX on MM-DD-YYYY By: System MM-DD-YYYY. When a claim is rolled back to the Collection Agency, the following Alert is displayed: Patient Removed from Collection Agency By: System MM-DD-YYYY.
Patient A/c: This button takes the user to the 'Patient Account' screen.
Track Status: This button tracks the penalty invoice status, such as the number of times
the invoice was sent, rejected, and reopened.
List of Archived Claims: When a penalty invoice is reopened, it is marked as archived and a copy is
made for editing. This icon lists all the archived records for penalty
invoices so that the user can see a history of all the changes made to the
invoice. The invoked search also displays the name of the person who
reopened it, along with the date, time, Amount, Status, and Reason. The user
can select any of the reopened invoices and load it to explore the details.Details about fields on the Claims → Penalty Invoices Screen
Patient: This displays the name of the patient for whom the penalty invoice is to be created.
DOB: The date of birth of the patient, which is fetched from the Patient Registration screen. It is helpful to identify a patient if a duplicate first name and last name exist in the system. If the patient is a minor, the DOB is displayed in red.
Chart No: This is typically entered to complete the backlog of existing patients at the clinic. The Chart No. is added to the Patient Registration page from the EMR module and is displayed here.
Account No: If information about a claim comes from an interface, then the Account No. of the patient is sent to the insurance company. The Account No. is fetched from the Patient Registration screen.
Financial Class: This is the categorization of a patient based on their financial status. It is used in report generation based on financial class. By default, the Financial Class for a patient is populated from the Patient Registration Form. However, at the claim level, it can be changed. It can be configured from Settings → Configuration → Group Types → Non System → B3 ('Financial Class').
Batch No: This is automatically generated by PrognoCIS. This feature is enabled only if the property use.entry.batch is set to 'Y'.
Resp. Person: There must be a Responsible Person for every new patient added to PrognoCIS. By default, the patient is responsible for themselves; hence, their details are copied from the Patient Register as-is. Otherwise, the user has the provision to enter details in Appointments → Responsible Person.
Attending Doctor: This displays the name of the rendering doctor.
Rendering Doctor: This refers to the doctor who performs procedures on the patient.
Location: The location is the venue or place where the provider or doctor examined the patient. The default location in the Encounter is displayed in the dropdown list, but it can be changed if required.
Invoice ID: This displays the Invoice ID, which is automatically generated by PrognoCIS.
Date of Invoice: This displays the date on which the penalty invoice was created.
Post Date: This indicates the date on which the patient's penalty invoice was created.
Sent Date: This displays the date on which the penalty invoice was sent to the patient.
Status: The status can be either Billed or Posted.
Remarks: This field is used to enter any specific comments about a particular penalty invoice. Remarks for the first Penalty Invoice for a No Show or Cancelled Appointment with zero fees are automatically added.
Add: Special charge codes for the penalty invoice can be selected from the dropdown menu.
Del: The user can select the delete checkbox to delete any penalty invoice or claim entry.
Code: This displays the related codes, such as NS for No Show or RETURN for Return Amount.
Procedure: This displays the action or procedure performed on the patient.
HISTORY Button:
This button opens the History for Penalty Invoice popup and stores the modification history of the penalty invoice.
SAVE Button:
This button saves the changes made to a penalty invoice.
DELETE Button:
This button deletes the selected penalty invoice from the system.
It is enabled only if the original penalty invoice has been deleted.
RESET Button:
This button discards any unsaved changes and restores the invoice to its last saved state.
RE-OPEN Button:
This button reopens a posted penalty invoice and reverts it to Ready to Bill status.