Billing

Creating a Billing Package

Adding new Procedure Code for Packages

The Practice can create all the custom Billing Packages and add new Procedure Code for Packages by following the steps below.

1. Navigate to 'Settings > Billing > Billing Packages'.
   
2. Click the '+ Billing Package' button.
   
3. Enter the Package Name and Short Name.
   
4. Select a Billing Code for the Package from the Procedure Codes list. The 'Package Charge' will be the charge of the Procedure Code.
5. If you need to add a new Procedure Code along with the charge, click the 'Add New' link.
   
6. Enter the 'Package Period' in months or days.
7. If you do not charge the Patients while using the services in the Package, select the 'Patients are not charged when they use the services/items of the package' option. Else, select the 'Patients are charged for the services when they use the services/items of the package' option.

Add Procedures/Products to a Package

• While adding a new Billing Package, you can add the Procedures/Products that are a part of the Package under the 'Package Items' section. You can also choose the Procedures/Products from the 'Master List'.
• To add the Products to the Package, enable the 'Add Products to the Package' option.
• Enter the Quantity of each Procedure/Product in the Package.
• Prorate Charge is the net charge collected for a Procedure or a Product in the given Package. The Prorate charge is auto-calculated by the system.
  
• Click the 'Add' button to add the Billing Package.

Sharing of the Package with all Family Members

1. The Package created for a Patient can be shared with all Family members if they are linked to the Patient.
2. While adding a Package, enable the 'Allow sharing of this Package with all Family Members' option.
   

Edit a Billing Package

To edit a Billing Package, follow the steps given below.

1. Go to 'Settings > Billing > Billing Packages'.
2. Click the 'More Options' (...) icon against the Billing Package.
   
3. The 'Do not apply the changes to the patients already using this package' option will be enabled by default. If this option is enabled, the changes will be updated only for the Patients who will be using the particular Package in the future.
4. Edit the Procedures/Products in the Package.
5. You can also change the Billing Code for the Package by clicking the 'Change Billing Code' option as shown in the screenshot.
   
6. Make the required changes to the Package and click the 'Update' button to save the changes.

Option to Apply Changes for Patients Already Using the Package

• While editing a Package, if you need to apply the changes for the Patients already using the Package, select the 'Apply the changes to the Patients already using this package' option.
  
• If this option is enabled, you will not be able to make any changes to the Billing Code for the Package.
• Update or add the Procedures and Products to the Billing Package.
• Click the 'Update' button to save the changes.

Making a Package Inactive

To make a Package inactive, follow the steps given below.

1. Go to the 'Settings > Billing > Billing Package' section.
2. Click the 'More Options' (...) icon against the Billing Package you need to make inactive.
3. The inactive Packages cannot be sold to the Patients in the future.
   

Note: Making the Package inactive does not affect the already sold Packages.

Selling Packages to the Patient

• After creating a Billing Package, it can be sold to the Patient by adding the Billing code of the Package to the Invoice.
• Go to the 'Billing > Invoice > +Invoice' section.
• Enter the Billing Package in the Procedures field.
  
• Click the 'Approve' button to approve the Invoice.
• Once the Invoice is approved, the Package will get mapped to the Patient, and the Patient can start using the Package.

Using Services in the Package

• If a Package is available for the Patient, the Package will be auto-selected while generating an Invoice for the subsequent Patient's visit.
• For the services that are part of the selected package, the charge will be made as either Zero, or the charge will be populated from the Procedure Codes (depending on the option chosen while creating the Package in the Settings).
• The 'Billing Package Icon' will be shown against the line item, which implies that the service is a part of the selected Package.
• Once the Invoice gets approved, the available quantities of the services/products in the Patient's package will be updated accordingly.
  

Adding services from multiple Packages to invoice

• CharmHealth allows the Practice to select multiple Packages in the Invoice and to add services from multiple Packages in the same Invoice.
  

Using Package for other members of the Family

• If a Package is created for a Patient, the services can also be used by the other Family members of the Patient. The Family members should be linked while adding the Patient.
  
• To use this feature, the option 'Allow sharing of this Package with all family members' should be enabled while adding the Package.
• While generating an Invoice, the Package created for the Patient will get automatically populated to the linked Patient(s).

Billing Package details on the Patient's Dashboard

• If a Package is available for the Patient, a 'Billing Package Icon' will be shown on the right-side pane of the Patient's Dashboard.
  
• It shows the available services in the Package besides the last used details.
• Click the 'Show All Visits' option to view the usage of the Package during the previous visits of the Patient.

Extending Package Expiry Date to a Patient

You can extend the expiry date of a Patient's Package by following the steps given below.

• Go to the Patient's Dashboard and click the 'Billing Package Icon'.
• Click the 'Edit' icon beside the 'Expires on <date> / Expired on <date>' label in the Billing Package Details section to update the Expiry date.
  
• Select the Calendar icon and choose the Expiry date.
  
• Click the 'Change' button to update the Expiry date of the Package.

Billing Packages Report

The Billing Packages Reports show the list of Packages sold, usage of Services, and expiry of Packages. Go to the 'Billing > Reports > Billing Packages Reports' section to generate the reports.

1. Packages Sold Report
2. Track packages going to expire
3. Package Services Usage Report

Packages Sold Report:

• This report lists the Packages that got sold to the Patients in the selected Date Range.
• The 'View Package Details' option shows the currently available items in the Package, along with the Last Visit Details and Earlier Visit details.
  
• You can group the report by the Patient's name, Package Name, Billing Code for the Package, Expiry Date, Family/Individual Package, and if the Patient is charged while using the Package. The report gets listed according to the selected parameter in the 'Group by' option.
• You can also search the Packages using the Filter options and generate the report.
  
• Click the 'Show Report' button to view the Packages Sold Report grouped by the selected parameter.
• You can export the report as a CSV file by clicking the 'Export as CSV' button. Enable the 'Export all the report details with subtotals' option to export all details with subtotals. Else, only the subtotals will get exported.
  
• To export only the particular columns in the report as a CSV or PDF file. Click the 'Settings' icon next to the 'Export Selected Columns' button and drag and drop the column names from the Available Columns to the Selected Columns. Choose the PDF Layout either as a Landscape or a Portrait and click the 'Update' button.
  
• To save the report as a Custom Report, click the 'Save as Custom Report' button. Enter the Report Name, Description, and choose the Category. To add a new Category, click the 'Add New' link.
  

Track packages going to expire

To track the Packages going to expire, follow the steps given below.

• Go to the 'Billing > Reports > Billing Packages Sold Report' section.
• Choose the Date Range for which the report is required.
• Select the 'Expiry Date' option from the 'Group By' drop-down menu.
  
• The Packages Sold Report shows the Packages grouped by their Expiration dates.
  
• Click the 'Package Charge' against the line item to view the list of Packages with their expiry date.
• This helps the Practice track the Packages that are expired or about to expire.

Package Services Usage Report

• This report lists all the services used by the Patient and is a part of the Patient's package. For each service that is a part of the Patient's package, an entry will be shown in the report.
  
• You can choose to list the report by Invoice Date or Invoice Added Date.
• Select the Date Range, and choose the Parameter to group the Packages.
• Search the Packages using the Filter Options as shown in the screenshot.
  
• Click the 'Show Report' button to view the Package Services Usage Report grouped by the selected category.
• Click the 'Item Charge' link to view all the Procedures added to the Package.
• The 'Item Prorate Charge' helps in calculating the actual payment collected for the service in the Package and to pay the Provider based on the Package item charge after rendering the service.
  
• You can export the report as a CSV file by clicking the 'Export as CSV' button. Enable the 'Export all the report details with subtotals' option to export all details with subtotals. Else, only the subtotals will get exported.
• To export only the particular columns in the report as a CSV or PDF file. Click the 'Settings' icon next to the 'Export Selected Columns' button and drag and drop the column names from the Available Columns to the Selected Columns. Choose the PDF Layout either as a Landscape or a Portrait and click the 'Update' button.
• To save the report as a Custom Report, click the 'Save as Custom Report' button. Enter the Report Name, Description, and choose the Category. To add a new Category, click the 'Add New' link.

Provider commission based on Services rendered in the Packages

• When a Package is sold to a Patient, an invoice gets generated, and payments are collected for the Package.
• Practices want to pay the Providers only after the service is rendered by the Provider and based on the payment collected for the service in the Package.
• The service charge that is associated with the item in a Package should be configured in the 'Prorate' charge for the line item in the Package.
• To get the total services rendered from the Package and the actual collection for the package line item, Practice can refer to 'Billing > Reports > Package Usage Report'. Here the 'Item Prorate Charge' will give the total services rendered and the actual charge of each line item in the Package. In addition to the Provider Collection Reports, this will give the total Provider collection in a selected period. In this case, the initial invoice created for the Package should not be associated with any Provider.

Frequently Asked Questions

The Patient does not want the Package sold - How to cancel the Package sold?
To cancel a Package of a Patient, please follow the steps below.

• Edit the Invoice(s) that has the Package selected on it > Remove the Package > Approve the Invoice. (Refer to the Patients Dashboard > Packages Icon > 'Show All Visits' section for the list of Invoices that has the Package selected)
• Edit the Invoice in which Package has been sold > Remove the Package line item from the Invoice > Approve the Invoice.
• Alternatively, remove the payments mapped to the Invoice package and cancel the Invoice.

The Package will no longer be mapped to the Patient. On refreshing the Patient's Dashboard, the respective Package will not be seen on the Patient's account.

Can a Patient buy a Package and use the Package on the same visit?
Yes, the Patient can buy a Package during a visit and use the Package on the same visit. While generating an Invoice, the Practice can add a Package Billing Code in one line item and add the services of the Package in other line items.

As shown in the above screenshot, the Package is added to the Patient in one line item and the Service of that particular Package is added to the another line item. The Billing Package icon next to the Service indicates that it is a part of the Package added to the same visit.