We've created some automations for Best Practice customers that will allow you to streamline your payments process by:
- Automatically collecting payment for appointments with stored card details or a pre-authorised hold, once you 'Store' the invoice in Best Practice.
- Automatically receipting an invoice in Best Practice, once payment has been successfully collected via HotDoc
Please follow the steps in the guide below to view how to set this up.
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In this article |
How to set up automatic collecting and receipting for Payments
Video Instructions
Follow the Steps
How does the 'automatic collection' feature work?
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This section explains how the automatic collect feature works. Please read the below if you have enabled this setting in the HotDoc Dashboard. For more information please see How to collect a payment for a patient's appointment |
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Once a patient has added a payment method or had a pre-authorised hold taken for their appointment, we will write-back a note to the patients appointment in Best Practice saying "Card stored for payment".
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Once the patient has attended their appointment, prepare their invoice in Best Practice by clicking Create Account
You must create the account directly from the appointment tile in Best Practice.
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In 'Bill to' select Patient or Head of Family > click Store. HotDoc will then automatically collect the payment after 10 minutes.
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Please note: Appointments with a status of Did Not Attend can't be collected automatically using the above steps. However, payments can be manually collected from the Booking Activity screen in the Dashboard by clicking on "Collect". |
How does the 'automatic receipting' feature work?
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This section explains how the automatic receipt feature works. Please read the below if you have enabled this setting in the HotDoc Dashboard. For more information please see How to collect a payment for a patient's appointment |
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Once a patient's payment has been collected successfully via HotDoc, we will write-back a note to the patients appointment in Best Practice saying "Paid". This will also update in the HotDoc Payment > Booking Activity.
Example of updated note in Best Practice
Example of updated payment status in HotDoc
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HotDoc will then automatically receipt the invoice in Best Practice, entering the payment in the field you selected in the Dashboard (Eg. Credit Card, EFT or Direct Debit). The appointment in Best Practice will be updated as 'Completed'.
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For appointments that are eligible for a medicare rebate, you must send the online patient claim manually on the same day the invoice was paid.
- In Best Practice, click on the appointment then go to Billing > Account History > check the box next to 'Show payments/deposits' > right click on the 'Payment - Invoice' line > Send online patient claim
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Note: If 'send online patient claim' is greyed out, double-click the 'Payment - Invoice' line and click 'Send.' We will also generate a payment reference
How do I view a list of outstanding patient Medicare claims?
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Please note: Medicare claims must be sent on the same day the invoice is processed. |
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To ensure no medicare claims are missed, you can view a list of outstanding medicare claims in the HotDoc Dashboard by going to Payments > Bookings Activity > Send Patient Claim
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This tab will only include patients who have a paid invoice in Best Practice with Medicare item numbers.
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If you forget to send the claims to Medicare, please follow your usual process for sending the patient claim, if you have missed these in the past. We have added some options below however based upon feedback we have received from other clinics
- Sending the patient an invoice that they can use to claim from Medicare directly
- Reversing the invoice to apply a credit to the patient file and then using the credit to pay the invoice off again, this should resets the timeframe.