1. Halaxy Help Guide
  2. Finances
  3. Invoices

Change the invoice payer on a third-party invoice

There are different ways to change the payer on a third-party invoice:

  • Change the default paying organisation for a patient

  • Change between alternate paying organisations for a patient

  • Change the invoice payer between patient and organisation (individual invoice)

For complete instructions, read the guides in the sections below.

Change the default paying organisation for a patient

  • New invoices only

    If a patient has a new paying organisation for a funder, you must create a new claim with the new paying organisation, which automatically archives the previous claim with the old paying organisation.

    1. Open the patient profile and click the Funding tab.

    2. At the top right, click New Claim.

      Payer-01.png

    3. In the pop-up, for Funder, enter the name of the existing funder to create a new claim for, and select it from the list.

    4. For Paying Organisation, type the name of the new organisation and select it from the list. (If it is a new organisation, add it as a new one.)

      Payer-02.png

    5. Enter the patient's claim details and eligibility requirements.

    6. For Payer, select how you want invoices to be generated for the paying organisation:

      • Organisation (new invoice): each time you use a fee associated with this funder, a new invoice billed to the paying organisation will be created

      • Organisation (existing invoice, same patient): all fees for this patient associated with this funder will be sent as a single collated invoice to the paying organisation for the invoice schedule period

      • Organisation (existing invoice, any patient): all fees for all patients associated with this funder will be sent as a single collated invoice to the paying organisation for the invoice schedule period

    7. Click Next.

    8. (Optional) You may receive a prompt to add a referral for this claim, which you can skip.

    The patient's previous claim with the old paying organisation is automatically archived. All new invoices for this patient containing fees under this funder are now billed to the new paying organisation.

    Payer-03.png

    Note

    If you want to update an existing patient invoice with the new paying organisation, you'll need to reset invoice payer. On the invoice, click the Icon-Settings.svg cogwheel icon to open the invoice settings. Set Payer to Patient, then click Save. Open the invoice settings again, then set Payer to Organisation, then click Save. The invoice should now reflect the new paying organisation.

  • All invoices

    If you want to change the default billed organisation on the patient's existing invoices, you must change the paying organisation on the patient's claim, then reset the existing invoices to reflect the new default .organisation.

    1. Open the patient profile and click the Funding tab.

    2. Under the Claim & Referrals section, click the Icon-Plus.svg plus icon to expand the claim under the relevant funder, then next to the claim or reference number, click the Icon-Edit.svg pencil icon.

      Payer-04.png

    3. In the pop-up, for Paying Organisation, type the organisation's name and select it from the list. (If it is a new organisation, you can add it as a new one.)

      Payer-05.png

    4. For Payer, select how you want invoices to be generated for the paying organisation:

      • Organisation (new invoice): each time you use a fee associated with this funder, a new invoice billed to the paying organisation will be created

      • Organisation (existing invoice, same patient): all fees for this patient associated with this funder will be sent as a single collated invoice to the paying organisation for the invoice schedule period

      • Organisation (existing invoice, any patient): all fees for all patients associated with this funder will be sent as a single collated invoice to the paying organisation for the invoice schedule period

    5. Click Save.

    6. You must now reset the payer on any existing invoice/s billed to the old paying organisation:

      • Open the individual invoice.

      • On the top right, click the Icon-Settings.svg cogwheel icon to open the invoice settings.

      • Set Payer to Patient, then click Save.

      • Open the invoice settings again, set Payer to Organisation, then click Save.

    All new invoices you create for this patient that contain fees under this funder are billed to the new paying organisation you set.

Change between alternate paying organisations for a patient

You can create multiple patient claims under the same funder, but with different paying organisations. This gives you the option of alternating between different paying organisation you want to use on any invoice.

  1. Open the patient profile and click the Funding tab.

  2. At the top right, click New Claim.

    Payer-01.png

  3. In the pop-up, for Funder, enter the name of the existing funder to create a new claim for, and select it from the list.

  4. For Paying Organisation, type the alternate organisation's name and select it from the list. (If it is a new organisation, you can add it as a new one.)

    Payer-07.png

  5. For Payer, select how you want invoices to be generated for the paying organisation:

    • Organisation (new invoice): each time you use a fee associated with this funder, a new invoice billed to the paying organisation will be created

    • Organisation (existing invoice, same patient): all fees for this patient associated with this funder will be sent as a single collated invoice to the paying organisation for the invoice schedule period

    • Organisation (existing invoice, any patient): all fees for all patients associated with this funder will be sent as a single collated invoice to the paying organisation for the invoice schedule period

  6. Click Save.

  7. The patient now has two claims under the funder, with the previous claim automatically archived. You must unarchive the previous claim to make it active again.

    • Expand the archived claim, then click the Icon-Bin.svg bin icon.

      Payer-08.png

    • In the pop-up, select Restore, then click Restore.

    • For every patient invoice or appointment using a fee under this funder, you can now switch between claims (i.e. paying organisations). Repeat this process for as many claims as you need, ensuring that you set a different paying organisation each time.

      Payer-09.png

  8. On the invoice or appointment, click the Icon-Edit.svg pencil icon beside the patient's claim.

    Payer-10.png

  9. In the pop-up, in the Existing Claims dropdown, select the claim to use for this appointment or invoice.

    Payer-11.png

Note

Do you have one referral but two claims? Add the referral to only one of the claims. You can then switch between the claims once you've created the appointment. Since the referral is under the same funder, Halaxy can retain the referral information - such as expiry date and appointment limits - across multiple claims.

Change the invoice payer between the patient and paying organisation (individual invoice)

In some cases, you may need to change the payer between the patient and the third-party organisation for an individual 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 affects future invoices).

  1. Open the invoice. In the top right, click the Icon-Settings.svg cogwheel icon to open the invoice settings.

  2. In the Invoice Settings pop-up, for Payer, select Patient or Organisation.

  3. Click Save.

  4. If you selected Organisation, you may need to link an organisation to bill the invoice.

    Payer-12.png

    • Click Assign Organisation.

    • In the pop-up, type the organisation's name and select it from the list. (If it is a new organisation, you can add it as a new one.)

    • Click Save.

The invoice is now billed to the patient or third-party organisation you selected.

Updated

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