The Billing Menu

The Billing Menu is available from the Appointment Book and the Patient List within Genie. This menu contains options such as Invoicing, IMC (ECLIPSE) Invoicing, Receipting and Deposits.

Invoice (Ctrl/Cmd + I): Allows you to create an invoice for a patient or organisation. See Invoicing for more information.

Receipt (Ctrl/Cmd + R): Allows you to receipt a payment for a patient or organisation. See Receipting for more information.

Receipt by Invoice Number: This allows you to receipt by searching for the invoice number rather than first finding the correct patient or account holder.

Receipt by BPAY Reference Number: Allows you to enter an account holder's BPAY CRN to receipt any outstanding debts for that account holder. See Configuring and Using BPAY for more information.

Search by Invoice Number: Enter an invoice number and automatically be taken to the invoice in the corresponding patient's Account History. This feature is available in Genie v9.3.4 and above.

Account History (Ctrl/Cmd + H): Allows you to open the account history for a patient or organisation. See Account History Overview for more information.

Quick History: This will display a list of all items billed to the highlighted patient during the past two years, along with the number of times it has been billed and the date it was last billed. This is useful for checking Medicare item numbers which are only permitted to be billed a certain number of times in any two year period.

IMC Invoice Wizard (Ctrl/Cmd + Shift + I): This allows you to create an invoice for ECLIPSE. This will only be available to practices who have registered for ECLIPSE. See Sending ECLIPSE Claims for steps on how to create IMC invoices.

Accept Deposit: This allows you to accept deposits for a selected patient. See Deposits for further information.

List Deposits: Allows you to view all deposits that have been accepted and have not yet been applied to an invoice.

From this window you can modify the message that prints at the bottom of the deposit receipt by clicking on the Edit Receipt Message button, editing the message and clicking OK. To return to the default message, Alt + click on the Edit Receipt Message button. If you have macros enabled, you can select them from the Macros drop-down menu.

Print Blank DB4 (Ctrl/Cmd + L): This prints a blank DB4 form for the highlighted patient. This allows the doctor to fill in the item number to charge during or after the consult, and the patient can sign the form. This does not create any billing records in Genie. The invoice to Medicare would still need to be added at a later time. Since you already have a signed DB4, you would deselect the Medicare DB4 checkbox in Printing Preferences to avoid printing out an unnecessary DB4 form.

Print Blank DB4 with Invoice (Ctrl/Cmd + U): This prints a blank DB4 form and also creates the invoice. The invoice will have no items on it until the doctor selects the item and ticks the box to Fill Blank DB4 in the window that comes up when they save out of the Clinical Window. For more information please see our Items to Charge article.

If the doctor does not use this feature, you would select Billing > Fill Blank DB4 Forms to enter the item number to be charged, as per whatever the doctor has written on the blank DB4.

Fill Blank DB4 Forms: Used in conjunction with 'Print Blank DB4 with Invoice', as described above. Selecting this option will open a list of all invoices awaiting entry of an item number. Double-click on each item to open and enter the item number. Only one item number can be entered from this window.

Print Pathology DB4 This prints a pathology DB4 form to be sent to the pathology lab. For example, for a specimen request so that the lab has a signed DB4 form for the patient.

Edit Account Types: This allows you to edit the Account Types available for assigning to patients' accounts.

Account Types that cannot be edited are greyed out, however, all other account types names are editable. In addition to editing existing account types, it is possible to create new account types by clicking on the dd button and entering the new account type name.

Once you have created the new account type, you should use the Increase Fees function in Open > Billing Items to set the fees.

Note: You should ensure that no one is doing any billing when you attempt to make changes to account types.