Online Payments | patientzone – Notification, payment of funds and deduction of fees.

If this has been set up, the person registered to access your patientzone account will receive an email and/or text confirming that a payment has been received and detailing the invoice number. The bill will automatically be updated as paid in ePractice Lite and Pro within 30 minutes of the payment being taken.

patientzone will collect fees for you on a weekly basis (from Monday to Sunday) and will deposit these into your nominated bank account the following Friday. The charges relating to the fees received will be taken from your bank account by Direct Debit.

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Online Payments | Correspondence and Invoice audit

Correspondence audit

All letters sent are recorded in the correspondence tab within Patient Details.

The status column for letters and credit notes indicates whether it has been Sent via patientzone or Output, which means it’s been printed or a PDF has been created.

Invoice Audit.

All invoices sent are recorded in the account tab within Patient Details. In the Type column each invoice will have one of two possibilities shown:

• Paper invoice – indicated by a piece of paper icon
• Electronic invoice – indicated by a computer icon

Hover the mouse cursor over the electronic icon, which will give you one of two messages – Electronic, indicating it was sent to an insurer, or Electronic via patientzone, indicating it was sent through patientzone.

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Online Payments | Sending a credit note

This can only be done through Payment Tracking and only for invoices originally sent to the patient or another person through patientzone. 

Get to the Manage Transaction screen in the normal way and click against the amount you need to credit. Change the Trans. Type to Credit Note and type in the amount.

Click Save and the document preview pane will appear. You can change the template to be used if you want. Click Send via patientzone. You’ll immediately see a message to let you know that the submission has been successful. 

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Online Payments | Sending reminder letters

You can send reminder letters for outstanding invoices and to chase up shortfalls using Payment Tracking or the Documents Queue, as long as the invoice or shortfall/reallocation letter was originally sent to a patient or other person through patientzone.

Using Payment Tracking.

From the Manage Transaction screen click on Send/Print to initiate the reminder letter. 

The document preview pane will be displayed – select the document, either the one set as default or choose from any others available. If this can be sent through patientzone you will be able to see the Send via patientzone button at the bottom of the screen. Click this and you will immediately see message to let you know that the submission has been successful. 

Using Documents Queue

Access this from the main menu by clicking Documents and then Generate Batch. Select which type of reminder letters you want to send and then click Generate – you’ll then see a message letting you know how many documents have been generated and placed in the queue.

Click Documents again and then Documents Queue. You can now choose to send individual or a group of letters separately by highlighting them and clicking Send/Print Selected or send them all at once by clicking Send/Print All.

Whatever option is chosen you have a choice of trying to send things electronically or printing everything. 

Click on Send electronically via patientzone. The system will work through the list, sending all that it can through patientzone and indicating successful submission with a green tick. At the end any letters that can’t be sent will be shown on screen. Simply click to print the remainder.

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Online Payments | Reallocation of debt – sending a shortfall or reallocation letter

Using Payment Tracking

Deal with the reallocation in the normal way until you are ready to generate the letter. If you have defaulted a shortfall or reallocation letter template to be used for patientzone, you can choose to change this by clicking the drop-down menu under Select Type on the top left of the screen.

You can bypass patientzone by clicking Add To Print Queue or Print Now or you can use the service by clicking Send via patientzone. You will immediately see a message to let you know that the submission has been successful. 

Using Bulk Payments

Clear an insurance remittance advice and register shortfalls and non-payments in the normal way. Click Save Allocation and a screen will appear indicating the allocation status of each invoice.

Pending – this means the shortfall letter can be sent to patientzone without any issues

Action required – this means there is a problem; click on the yellow warning Action required triangle to see what the issue is and make the necessary amendment/choice

Once you have made the changes the status will change to Pending.

You have the option of stopping the letter being sent through patientzone, by unticking the relevant box, and you can choose a different template for some, or all, the patients on the list by clicking on the dropdown list next to the patient’s name under Shortfall Letter. 

When ready click Save to start sending/printing the letters. The Allocation Status will change from Processing to Completed when done.

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Online Payments | Reallocation of debit – sending a shortfall or reallocation letter

Using Payment Tracking

Deal with the reallocation in the normal way until you are ready to generate the letter. If you have defaulted a shortfall or reallocation letter template to be used for patientzone, you can choose to change this by clicking the drop-down menu under Select Type on the top left of the screen.

You can bypass patientzone by clicking Add To Print Queue or Print Now or you can use the service by clicking Send via patientzone. You will immediately see a message to let you know that the submission has been successful. 

Using Bulk Payments

Clear an insurance remittance advice and register shortfalls and non-payments in the normal way. Click Save Allocation and a screen will appear indicating the allocation status of each invoice.

Pending – this means the shortfall letter can be sent to patientzone without any issues

Action required – this means there is a problem; click on the yellow warning Action required triangle to see what the issue is and make the necessary amendment/choice

Once you have made the changes the status will change to Pending.

You have the option of stopping the letter being sent through patientzone, by unticking the relevant box, and you can choose a different template for some, or all, the patients on the list by clicking on the dropdown list next to the patient’s name under Shortfall Letter. 

When ready click Save to start sending/printing the letters. The Allocation Status will change from Processing to Completed when done.

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Online Payments | Sending an invoice – Advanced Bill

If you would prefer to use the Advanced Bill process click Create Bill either from the Patient List on the right in the Patient Details Preview when a patient has been highlighted or from the Patient Details on the right-hand side of the page.

The process is the same as billing an insurance company except that a diagnosis is not mandatory and instead of showing insurance company details, the details will be of the patient and other linked contacts that can be billed (e.g. next of kin, embassy, employer etc). It’s essential that the person being sent the bill has a valid email address and mobile number. If not, you will be prompted to add these before proceeding. Ensure that the mobile number does not have any spaces in it e.g. 07789123456.

Complete the fields, if necessary, and then click Advanced Bill and proceed as normal. 

When sending invoices to an organisation it’s best to have a named person, with a contact number and unique email address. This will allow for a smoother process.

The final step will be to click Save & Send. You can also choose to click Save as Draft or Save For Review if you wish.

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Online Payments | Sending an invoice – Quick eBill

It’s easy to send an electronic invoice directly to your patients once you’ve registered for the service with patientzone. If you’re a single practitioner, just follow our simple instructions. For practices with multiple practitioners (including medical secretarial and billing sites), the process is slightly different but equally as simple.

Quick eBill can be accessed in four ways:

1. From the left-hand menu click on Accounting and then click Quick eBill
2. From top right of the screen click Quick Menu and then click Quick eBill
3. From the Patient List click Create Bill on the right in the Patient Details Preview when a patient has been highlighted
4.  From Patient Details click Create Bill on the right-hand side of the page

The process is the same as invoicing an insurance company except instead of showing insurance company details, the details will be of the patient and other linked contacts that can be billed (e.g. next of kin, embassy, employer etc). It’s essential that the person being sent the invoice has a valid email address and mobile number. If not, you’ll be prompted to add these before proceeding. Ensure that the mobile number does not have any spaces in it e.g. 07789123456.

Complete the fields, if necessary, and then click Quick eBill and proceed as normal. You can add someone else to send it to by clicking Add Payor.

When sending invoices to an organisation it’s best to have a named person, with a contact number and unique email address. This will allow for a smoother process

The final step is to click Save & Send. 

Want more support?

Have a look at our video that shows you how this works.

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Online Payments | Personalise your sending preferences

Click on Settings and then click Integration Services. The default for Invoices, Shortfalls, Reallocation of Debt, Payment Reminders and Credit Notes will be Yes to “Send via patientzone?”. Changing this status to No will mean that you will not be able to send these using this method. You can turn the system from Yes to No as you wish, but if you plan to use the service regularly it is advisable to set all defaults to Yes.

You can create bespoke patientzone templates or choose from your library which one you wish to use when sending through patientzone by selecting it from the dropdown Using Templates menu. Make your choices and click Save.

If you have patients who still require paper invoices, you can turn off patientzone for them individually by ticking the Collection service paper only box under the address details within their Patient Details screen.

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