In SigmaMD, invoices can be reviewed from the Reports section or directly from a member's billing screen inside their chart. Here’s an overview of how to manage invoices and understand their various statuses.
Invoice Review Screen
The invoice review screen provides a detailed view of the invoice, including clinician, member, service date, issued date, charges, payments, and the current status of the invoice. Attached is an example of the invoice review screen.
Invoice Statuses and Actions
Each invoice status has specific actions available. The statuses and corresponding actions are:
Draft: Issue, Edit, Delete, Duplicate.
Issued: Mark as Bad Debt, Void, Edit, Download as PDF, Duplicate.
Partially Paid: Mark as Bad Debt, Void, Edit, Download as PDF, Duplicate.
Paid: Download as PDF, Duplicate.
Bad Debt: Download as PDF, Duplicate.
Voided: Download as PDF, Duplicate.
Payment Cards and Statuses
Payment cards provide details about the payment history and status. The statuses vary depending on the payment method:
Cash and Check Payments
Waiting: Awaiting confirmation.
Paid: Payment completed.
Refunded: Payment refunded.
Failed: Payment failed.
Note: These statuses require manual updates by the user.
Card Payments
Draft: Before the invoice is issued.
Waiting: After the invoice is issued, awaiting batch processing. The transition from "Waiting" to "Pending Batch" requires manual action unless "auto pay" is enabled.
Pending Batch: Manually moved or automatically processed on the due date.
Batch Successful: Payment processed successfully.
Batch Failed: Payment processing failed.
Refunded: Payment refunded.
Lost Dispute: Payment lost in a dispute.
Dispute Won: Payment won in a dispute.
Retrying: Attempting to process the payment again. It occurs at intervals of 24 hours, 48 hours, and one week.
Failed: All retry attempts failed.
ACH Payments
Draft: Before the invoice is issued.
Waiting: After the invoice is issued, awaiting batch processing.
Pending Batch: Manually moved or automatically processed on the due date.
Clearing: Payment processing, which can take up to three days.
Clearing Successful: Payment cleared successfully.
Clearing Failed: Payment clearing failed.
Refunded: Payment refunded.
Lost Dispute: Payment lost in a dispute.
Dispute Won: Payment won in a dispute.
Retrying: Attempting to process the payment again.
Failed: All retry attempts failed.
Next Steps
For more details on how to create invoices, visit the Creating Invoices in SigmaMD article. To understand invoice statuses in-depth, refer to the Invoice Status Guide.
By efficiently managing and understanding invoice statuses, you can ensure smooth financial operations within your practice.
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