How do I change the payer/paying organisation on a third-party invoice?

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There are two ways you can change the payer on a third-party invoice:

  • Changing the payer between the patient and the third-party organisation

  • Changing the payer between different third-party organisations

Changing the payer between the patient and the organisation on a single invoice

In some cases you may need to change the payer between the patient and the third-party organisation for a single invoice or on an ad-hoc basis. This requires you to change the payer on the invoice directly rather than changing the patient's claim details (which will affect future invoices).

To change the payer on a single invoice:

  1. Go to the invoice and click the Settings (cogwheel) icon in the top-right of the invoice.

    Invoice_Cogwheel.png
  2. The Invoice Summary pop-up appears. In the Payer drop-down menu, select whether to bill the patient or the organisation:

    change_from_patient_to_org.png
  3. Click Submit.

  4. If you selected Organisation, the invoice may say there there is no organisation linked to this invoice. If so, click Assign Organisation:

    Invoice_AssignOrganisation.png
  5. The Add Organisation pop-up appears. Type part of the organisation's name and select it from the list, or click to add what you have typed as a new organisation.

  6. Click Save.

RESULT: Depending on who you set as the payer, the invoice is now billed to a third-party organisation or reverted to the patient.

Changing the payer between different third-party organisations

To change the payer between different paying organisations, you have two options:

  • edit the patient's existing claim details to bill a different organisation, then reset the paying organisation on the invoice

  • set up multiple claims for the patient under the funder, each with a different paying organisation. You can then choose between the claims on each individual invoice depending on which organisation you want to bill.

Editing an existing claim to bill a different organisation, then resetting the paying organisation on the invoice

To edit an existing claim to bill a different organisation:

  1. Go to the patient's profile and click the Funding tab.

  2. In the Claim & Referrals section, expand the claim under the appropriate funder by clicking the Expand (+) icon, then click the Edit (pencil) icon next to the claim/reference number:

    ClaimNDIS.png
  3. In the Paying Organisation field, type part of the new paying organisation's name and select it from the list, or select to add it as a new organisation:

    Claim_EditPayingOrganisation.png
  4. In the Payer field, set the paying organisation to one of the following choices:

    • Organisation (new invoice): create a new invoice billed to the organisation for each fee linked to the organisation

    • Organisation (existing invoice, same patient): whenever this patient has an appointment using a fee linked to the organisation, the fee is added to an existing invoice for that organisation containing all the patient's fees for the invoice schedule. This lets you combine all of the fees onto the one invoice.

    • Organisation (existing invoice, any patient): whenever any patient with this setting in the Payer field has an appointment using a fee linked to the organisation, the fee is added to an existing invoice for that organisation containing all those patients' fees for the invoice schedule. This lets you invoice the third party just once for all your patients

  5. Click Submit.

RESULT: New invoices you create for this patient will be billed to the paying organisation you set. However, existing invoices will still be billed to the previous organisation; to fix this, we can refresh the invoice by changing the payer to the patient and then changing it back to the organisation. Follow the steps below:

  1. Go to the invoice and click the Settings (cogwheel) icon in the top-right of the invoice.

    Invoice_Cogwheel.png
  2. The Invoice Summary pop-up appears. In the Payer drop-down menu, select to bill the payer.

  3. Click Submit.

  4. Click the Settings (cogwheel) icon in the top-right of the invoice again.

  5. The Invoice Summary pop-up appears. In the Payer drop-down menu, select to bill the organisation.

  6. Click Submit.

RESULT: The invoice is now billed to the new paying organisation set up in the patient's claim.

Invoice_ChangePayingOrganisation.gif

Image: Refreshing the invoice by changing the payer to the patient and then changing it back to the organisation (click to expand image)

Adding multiple claims

Adding multiple claims gives you the option of choosing which claim you want to use on any invoice. If each claim has a different paying organisation, this effectively allows you to choose which organisation to bill.

To add another claim:

  1. Go to the patient's profile and click the Funding tab.

  2. Click New Claim in the top-right of the page.

  3. Enter the Funder for the third-party claim (for example, National Disability Insurance Scheme).

  4. In the Paying Organisation field, type part of the paying organisation's name and select it from the list, or select to add it as a new organisation:

    Claim_EditPayingOrganisation.png
  5. In the Payer field, set the paying organisation to one of the following choices:

    • Organisation (new invoice): create a new invoice billed to the organisation for each fee linked to the organisation

    • Organisation (existing invoice, same patient): whenever this patient has an appointment using a fee linked to the organisation, the fee is added to an existing invoice for that organisation containing all the patient's fees for the invoice schedule. This lets you combine all of the fees onto the one invoice.

    • Organisation (existing invoice, any patient): whenever any patient with this setting in the Payer field has an appointment using a fee linked to the organisation, the fee is added to an existing invoice for that organisation containing all those patients' fees for the invoice schedule. This lets you invoice the third party just once for all your patients

  6. Click Submit.

RESULT: The patient will now have two claims under the funder, with the previous claim archived. You will need to un-archive the previous claim so you can choose between the active claims.

mceclip0.png

Un-archive the previous claim by clicking the Delete (trash) icon next to the archived claim and then selecting Restore, then clicking Submit.

You can repeat this process for as many claims as you need, ensuring that you set a different paying organisation each time.

RESULT: On any invoice or appointment using a fee under this funder, you will be able to select which claim you want to use by clicking the Edit (pencil) icon next to the claim on the invoice or in the appointment information:

Invoice_ClaimEdit.png

In the pop-up, you can now select between each claim:

Invoice_ClaimSelect.png

Click Submit. The invoice will now be billed to a different paying organisation depending on the claim you selected.

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