Select Accounts Setup from the Accounts menu.
Note: the user must have the appropriate permission to access this section.
- A Service Type represents a billable activity.
- Each service may have different fees, depending on the patient’s age or other criteria.
- Related services are placed in Service Groups for convenient selection when billing. These will appear in the list of “services” at the point of sale page.
Setting up a Service Type (billable activity)
Open the Service Types tab.
|Service Type||Describe the service. This name is printed on invoices and statements.|
|Class||If you would like to report on a group of related services, enter a group name in this column e.g. supplies|
|Fund||Select a funding group from the drop-down menu. These are set up for Ministry of Health Service Utilisation reports.|
|Payee||The payee receives the payment for this service.
In their staff details, every practitioner “works for” a business. When the Payee column is blank, the payments for the service are automatically assigned to the practitioner’s business.
If the payment should be made to a different account, use the drop-down list to select that account. For example, if all fees for a flu vaccination need to be diverted to the Practice Account, you would select Practice Account in this column.
|Organisation||Fees will be payable by the patient’s account holder, unless an alternative organisation is entered here.
Type part of the name and press [Enter] to search for the correct organisation e.g. ACC for accident-related Service Types.
|Org Type||Instead of selecting one organisation, you can select which group of organisations the user should choose from when creating an invoice.
For example, if you enter “Insurance Companies” in this column, the user who creates the invoice can choose from a list of organisations that belong to the “Insurance Companies” group.
|Invoice Type||Choose the format required to print or send invoices.|
|Rules||Some invoices can only be generated when pre-set rules are followed, and suitable information is supplied. For example, ACC claims can only be generated when an ACC number is available.|
|Duplicate||Users can be disabled from creating multiple copies of invoices on the same day, for the same service. Selecting “Ask” will mean the user is warned of a duplicate but can still invoice twice; “No” means the user cannot invoice twice.|
Highlight the services to export, and click Export or Import at the bottom of the window.
Setting up the Service Fee
Open the Fees tab.
Each service may have one or more fees. Click on the grey line to add a new fee.
|Service Type||Choose the Service Type from the pop-up window|
|Fee||Enter the GST exclusive price; OR|
|GST Inc||Enter the GST inclusive price|
|Code||Enter an optional reference code|
|Qty||The default quantity for this item|
|Unit||Select the way fees will be calculated. Usually this will be by “Unit”, so the fee applies once per “unit” of Service Type added to the invoice. Other options will allow you to set the fee per hour etc.|
|Details||Tick this box so that a user can view and confirm the fee when creating an invoice.|
|Tax||Enter the tax code. It is usually “S” (Standard GST Rate)|
Adding Rules to your Service Fee
If the fee for a Service Type changes depending on a rule, you need to have a separate fee for every outcome. For example, if a fee depends on age, you need to create a different fee for each age bracket.
To create a rule, click on the “+” on the left of that fee.
Click on the grey line to make a rule.
The first column determines whether the rule must be met for the fee to apply. In the picture below, this column is blank. This means that if the conditions of the rule are met (the patient is between ages 5-17), then the fee will apply.
If you don’t want the fee to apply when the rule is met, select Not from the drop-down menu.
The second column contains the Rule Type. Select a rule from the drop-down menu, and fill in the appropriate values:
|Between Ages||Restricts this fee to patients in an age range.
Enter the minimum and maximum age (inclusive) in the next two columns.
|Between Dates||Restricts this fee to specific date range. Enter the minimum and maximum date (inclusive) in the next two columns.|
|Between Months||Restricts this fee to specific months of the year e.g. flu vaccines. Enter the first and last months in the next two columns.|
|Between Times||Restricts fees to the time of day. Use this for after hours fees. Enter the two times (inclusive) in the next two columns.|
|Day of Week||Restricts fees to days of the week. Use this for after hours fees. Enter the days (inclusive) in the next two columns.|
|Chart Type||Sets different fees for regular or visitors. Enter the chart type in the next column.|
|Gender||Restricts the fee to a chosen gender e.g. maternity fees. Enter the gender in the next column.|
|In Scheme||Restricts the fee to patients currently belonging to a scheme e.g. Capitation. Enter the name of the scheme in the next column.|
|Occupation||Restricts the fee depending on the service provider’s occupation. For example, you can set different consultation fees for nurses and doctors. Once you have selected “Occupation”, use the orange box in the next column to search for the correct occupation. Enter text in the box and press [Enter].|
|Practitioner||Allows you to set different fees for each practitioner. Once you have selected “Practitioner”, use the orange box in the next column to search for the correct person. Enter text in the box and press [Enter].|
Repeat for each fee. Choose the same Service Type as before, but enter a different fee amount and the appropriate rules.
Creating a Service Group
Open the Services tab.
Click on the grey line to add a group. Give your group a name.
In the “Pick” column, select an option from the drop-down menu. This determines what will happen when a user chooses this service group when creating an invoice:
- All: all service types in the group will be billed (if their rules are met)
- One: the user will be prompted to choose one of the services types in this group
- Many: the user can choose one or many of the service types in this group.
Add or remove Service Types to the group by clicking on Services in Group. Tick all the services you want to include.