Debtor Reminders in D4Web

Debtor Reminders in D4Web

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View outstanding invoices and send reminders to patients that include details of their outstanding balances via a letter or E-mail.
Reprint Invoices, Statements and Phone Lists

Where to Find the Debtors Page

Click the navigation menu > Debtors & Marketing > Debtors page
InfoClick here for instructions are required on how to Setup & Manage Debtor templates

Understanding Manual Debtors Page

Onscreen View/Filters:
  1. Invoices For Selection of All Providers or to see individual
  2. On date Shows invoices due on the entered date
Outstanding Debtor Columns: 
  1. Responsible Party This is the party responsible for the Payment, may not always be the patient
  2. DOB Shows the patients Date of Birth
  3. Instal No. User if there are more than 1 instalment for an invoice
  4. Date Due Date the Invoice was due. This is normally the same date as the date the invoice was created
  5. Days Over The amount of days the Invoice has been outstanding. A minus number means not yet due
  6. Amount Due Total amount of the Invoice Due
  7. Balance Current Balance of Invoice. Will be different to Amount Due if Patients are paying off invoices
  8. # - # Days (1st col) If this column has a date in it, this is when their 1st reminder letter was sent
  9. # - # Days (2nd col) If this column has a date in it, this is when their 2nd reminder letter was sent
  10. # - # Days (3rd col) If this column has a date in it, this is when their 3rd reminder letter was sent
  11. # - # Days (4th col) If this column has a date in it, this is when their 4th letter was sent. 
  12. Notes Store all notes, conversations, and arrangements about the balance in this section
  13. Reminder Printed Shows if a Reminder Letter was Printed or Emailed
  14. Inv. Printed Shows if an Invoice was Printed or Emailed 
  15. Patient Contact Details Patients Details, may be different from Responsible Party
View:
  1. All Issued All invoices outstanding even if they are not due yet
  2. All Due All invoices that are either on or past their due date
  3. Over # Days All invoices that are over the amount of days selected
  4. Within All invoices that fall between a specified range
  5. Bad Debt Only Views a list of all invoices that have been marked as a Bad Debt
  6. Manual Filter Used to view invoices with specified details you enter (balance, invoice id etc)
Highlight
  1. Unselect all then Select Manually Select multiple invoices manually by holding Ctrl+ clicking on the invoices
  2. Rem 1, 2, 3 or 4 Highlights Invoices without a date in the selected Reminder Period and are due
  3. Unselect all then Select Families Click Patient with Multiple invoices and they will all highlight, can be printed together
  4. Auto Select Families Automatically highlights all patients that have multiple invoices, can print together
  5. Not yet due for Rem1 Highlights all invoices not ready to be sent a Reminder Letter
Sort
  1. Manual Sort by any Field in Debtors
  2. Alphabetically By Responsible Party Name
  3. By Due Date Descending or Ascending sort order of Due Date
  4. By Balance Highest Balance sort order
Print/Send 
  1. Reminder 1 Sends the Reminder 1 Letter for highlighted Invoices
  2. Reminder 2 Sends the Reminder 2 Letter for highlighted Invoices
  3. Reminder 3 Sends the Reminder 3 Letter for highlighted Invoices
  4. Reminder 4 Sends the Reminder 4 Letter for highlighted Invoices
  5. Statement Prints the Invoice Statement for highlighted Invoices
  6. Invoice Prints the Invoice for highlighted Invoices
  7. Print List Prints a list of all highlighted Invoices
  8. Envelopes Prints on Envelopes for highlighted invoices
  9. Print List Ext. Prints a list of highlighted invoices with a breakdown by Provider
  10. Select E-MAIL / PRINT
Hold/Undo Reminders
  1. HOLD REM1 - REM 4 Places invoices on hold to receive a reminder. Commonly used for third party debtors, such as DVA
  2. UNDO REM1 - REM 4  Remove dates, holds/waits, from reminder columns selected