Managing Employers – Payment Setup, Contract PDF, and Invoicing Rules

Managing employer accounts effectively ensures smooth payment processing, contract management, and invoice handling. Follow these steps to set up payment methods, upload contract PDFs, and configure invoicing rules for employers in SigmaMD.

Payment Setup

Option 1: Add Charge Card

• Click the Add charge card option on the employer's details page.

  

• If this is the first payment method added, the Set as preferred payment method option will be automatically checked and cannot be changed.

  

• Fill in all required fields and click Save.

Option 2: Add Bank Account

• Click on the Add bank account option within the employer's details page.

  

• Only one payment method can be set as preferred at a time, but you can switch preferences as needed. The preferred payment method will be used for invoices generated for this employer.

  

• Fill in all required fields and click Save.

Adding a Contract PDF

• Click on Edit Contract Document within the employer's details page.

  

• Click Upload File and select the contract PDF from your computer.

  

• Once uploaded, the Save button will be enabled. Click on it to confirm.

Editing Invoicing Rules

• Click on Edit invoicing rules within the employer's details page.

  

• Configure the following settings:
  • Due Date: Set the payment day for the invoice, determining how many days after the issue date payment is due.
  • Autopay: Enable or disable autopay.
  • New Patient Start Date: Choose how new patient start dates will be set:
    • Immediately
    • Fixed Day
  • New Invoice Notification: Enable or disable notifications for all the administrators set to receive notifications.

• After making changes, click Save.

  

Managing Administrators

By default, each employer must have a primary administrator who will receive invoice notifications if the 'New invoice notification' option (above) is turned on.

Additionally, more administrators can be added, and you can choose the ones who should receive notifications.

• Click on the button to add a new Administrator

  

• Fill the applicable fields, enable notification if you have added an email, and mark 'Set as Primary' to replace the primary contact. Only name is mandatory.

  

• Once done, click 'Save'.

• Later, hover over the administrator's name to delete or edit it.

  

Send Patient Termination Emails

On the Contract section, edit the termination notification to enable or disable it.

When enabled, a COBRA-compliant email will be sent to the patient ahead of termination, based on the set timing.

Managing employer accounts efficiently helps streamline financial processes and ensures that payments and contracts are handled correctly. If you need further assistance, contact our support team.