PsychScheduler/PsychOffice

Billing Guide

Version 2.1

Starting with version 2.0 of the PsychScheduler/PsychOffice program, simple billing and accounts receivable/payable functionality has been added to the software.  It is the intent of this document to explain how this functionality was designed and intended to be used.

This program uses a General Ledger accounting system.  The General Ledger is a master file which records all Accounts Receivable (eg, debts owed to you) and all Accounts Payable (eg, bills you owe).  Each financial transaction in your office is recorded as a record in the General Ledger file.  Accounts Receivable records have positive charge values, while Accounts Payable records have negative charge values.  Thus, the General Ledger file always contains an up-to-date snapshot of the financial health of your business.

Billing features are located in the Office, Billing, and Reports tabs of the PsychOffice SwitchBoard.  The following is the intended procedure for recording billing information for an appointment and posting it to the general ledger account:

1. When an appointment is complete, go to the Encounter form for that appointment.
2. Select a desired Treatment Option by clicking on it.
3. Assign the Treatment Option to the appointment by holding down the <control> and the "2" keys simultaneously.  You will see the Treatment Option along with the charge appear in the Actual Services Provided box.
	* If you wish to delete any Actual Services Provided , click on an Actual Services Provided row, then press the <delete> key.
4. You have now assigned charges to the appointment record for that client.  These charges have not yet been posted to the General Ledger file.  It is intended that posting of all appointment charges will be done centrally and in batches, perhaps on a daily basis.
5. Post a set of appointment charges to the General Ledger file by selecting the Billing tab, then pressing the Appointment Billing  button.
6. Enter search criteria to find the set of appointment charge records to post.  If you are posting all the charges for today's appointments, enter today's date.
7. Review the found set of charges.  If you wish to omit any of them from posting, click on the row, then press the Omit Curr. Record button.
8. To post the found set of charges to the General Ledger, press the Post Found Records button.  The charges are then transferred to the General Ledger account, and marked cleared.
9. To enter a manual Account Adjustment for an account, use the Account Adjustment button in the Office tab of the PsychOffice Switchboard.  Remember that a debit is positive and a credit is negative.
10. The Accounts Receivable and Receipts buttons in the Billing tab allow you to generate reports detailing financial information from the General Ledger.
11. The Reports tab contains predefined Medical Management financial reports:
	* The Account Activity report generates a summary report over a user-defined period for an account.
	* The Aging report generates a provider summary report containing aging information for their accounts from the General Ledger.
	* The Daily Activity report generates a daily summary report for a provider.
	* The YTD Activity Summary report generates a year-to-date activity summary for a provider.






