Genie has made it easy to create your 20 and 30 week invoices for your patients. This is available in the Obstetrics History tab of the Clinical Window for sites who have their Specialty set as General Practice or Obs/Gynae/IVF.
How to Invoice
To begin, open your patient's Clinical Window, select the Obstetrics Hx tab and then Open Current Pregnancy.
In the bottom right hand corner of the current pregnancy tab you will notice an Out of Pocket Expense:
The Current Pregnancy window allows you to enter the Total Out Of Pocket amount you want charged over the course of that patient’s pregnancy. Once this has been entered Genie will automatically generate a 20 and 30 week invoice, splitting this amount at two-thirds and one-third respectively. The dates of the 20 and 30 week invoices are based on the Agreed EDD field.
In order to ensure this function works successfully, the following must apply:
- There must be a current pregnancy record for this patient.
- The patient must be between 18 & 22 weeks pregnant to create the 20 week invoice or 28 & 32 weeks pregnant to create the 30 week invoice.
- There must be an amount entered into the Out of Pocket Expense field at the bottom of the pregnancy record.
Genie will automatically calculate the Out of Pocket Expense at two-thirds for the 20 week invoice and one-third for the 30 week invoice, but only if no fee is entered in the 20 wk Fee/30 wk Fee fields. If you want to charge a certain amount or the whole amount at the 20 or 30 week invoice, you should enter this amount in the Private Fee Field for the relevant 20 week item number. and put $1 in the Out of Pocket Expense Field. This will ensure the record is picked up when the 20 wks billing is performed but prevent the fee from being split automatically. As long as the above criteria is met, the 20 & 30 week invoices will be available through the “20 wks due” and “30 wks due” buttons in the Patient > Pending Births or Appointments > Pending Births.
If a fee is entered into the 20 wk Fee and/or the 30 wk Fee field(s), Genie will assume that you wish to generate the 20/30 week invoices manually. This will prevent the Pending Births list from automatically generating these invoices for the pregnancy.
You can generate invoices for patients by clicking on the 20 Wks Due or 30 Wks Due buttons in the Pending Births window. This will list all patients that are due for their 20 or 30 week invoice (patients that are currently 18-22 weeks or 28-32 weeks pregnant). To invoice these patients, enter the appropriate item number in the Item to be Charged field (below) and select Print Invoices. This will allow you to print these invoices simultaneously.
To create the item numbers you wish to use in the Pending Births window, go to Open > Billing Items and use either the MBS Items (i.e. 16590), or if you wish to create your own, you can click the blue plus icon and use 20W and 30W as the Item Numbers and then enter a description for these items.
If the fee is split 2/3 : 1/3 between 20 and 30 weeks, a generic 30W item is used for the 30 week account.