This feature allows HotDoc to streamline invoicing by automatically creating and receipting an invoice for a patient in Medical Director for Quick Consult services/request types (eg. repeat prescription, referrals, medical certificates) that have been approved by their practitioner.
This reduces time spent creating invoices and allows for easy reporting and reconciliation of your payments. Please view the article below to set this up. 

How does automatic invoicing work?

• This feature will work for Quick Consults services/request types where you have linked a practice fee. 
  
  
• You will need to enable this setting in your HotDoc Dashboard, and select a 'Practice fee' from Medical Direcor to appear as the line item on the invoice.
  • To add a new practice fee please see How to add a new 'Practice Fee' in Medical Director
    
    
• Once a patient's request is completed by the practitioner via the HotDoc Sidebar (or if manually approved in the Dashboard), we'll automatically create and receipt an invoice for the patient in your practice software. 
  
  
• We will enter the amount set for each request in your Dashboard, which is the 'net' amount (total amount excluding any fees).
  • EG: If the cost of your 'non-urgent prescription' is set to $15 in the Dashboard, we will put $15 on the invoice. 
    
  • EG: If the cost of your 'urgent prescription' is set to $20 in the Dashboard, we will put $20 on the invoice.
    
    
    
• If we can't automatically create an invoice, we will send an email to the email address listed in Repeats > Setup section of your Dashboard

Please read below to see how to set this up. 

How to enable automatic invoicing for Quick Consults

1. Go to Quick Consults > Settings 
   
   
2. Scroll to Automatic Invoicing in PracSoft and check the box 
   
   
   • Please note: If you see the below you will not be able to automatically invoice for the displayed practitioners.To learn more, see 'Why is the Auto-Invoicing for Quick Consults not available for one or more of my Practitioners?'
     
     
     
3. Under 'Select a Practice Fee', select the drop down box and choose a practice fee from Medical Director for your Quick Consult request types.
   This will appear as the description for the line item on the patients invoice when a patient requests this online via HotDoc.
   • We recommend naming this something like 'HotDoc Quick Consult' if you would like to use the same practice fee for all request types. 
   • You can also create a practice fee per request type, eg. 'HotDoc Prescription Request, HotDoc Referral 'Request', 'HotDoc Medical Certificate', etc. 
   • To set up a new practice fee in Medical Director see our steps below.
     
     
4. Under Payment type, select an option for HotDoc to process the payment in the receipt in Medical Director
   • Note: We recommend 'Direct Credit' or making this consistent with your other HotDoc Payments for reporting and reconciliation purposes.
     
     
     
     
5. Select Update Details to save your changes. 
   
   
   
   
6. Once a practitioner 'completes/approves' a request in the HotDoc Sidebar (or if this is approved in the Dashboard), we will automatically create and receipt an invoice in Medical Director.
   
   • In Medical Director, under Patient > Search Patient, you can open the patient file by searching by name, selecting the patient and clicking 'OK'
     
     
   • On the Patient file, HotDoc will create a 'Visit'(marked as a 'Non Visit') in the 'Visits' tab
     
     
     
   • and an 'Invoice' that can be accessed from the 'Accounts' tab
     
     
     
7. If we could not automatically create an invoice in Medical Director (eg. no patient file match in your practice software), we will send an email to the nominated email address in your Dashboard. For these patients, you will be required to manually create and receipt the invoice in Medical Director yourself. 
   

When won't we automatically create an invoice?

How to add a new 'Practice Fee' in Medical Director

To set up a new practice fee in Medical Director(PracSoft) you will need to add a custom item. to complete this, follow the instructions below:

1. Go to Admin > Fees 
   
   
   
2. Select 'Add Item' to create a new blank line item
   
   
   
   
3. Add the Item No and Description into the respective fields, tick the GST Not Applicable checkbox and enter a Schedule Fee amount.
   
   Please Note: HotDoc will use the Cost you set on your Dashboard for the invoice amount, not the Schedule Fee amount, as you may charge different amounts based on the Quick Consult request type and delivery method were relevant.
   
   
   
   

   For the Item No We recommend using 'HD01' or 'HDQC' However, you can also create a practice fee per request type, in which case we suggest 'HD01' and 'HD02', or 'HDQC', 'HDPRES' and 'HDREF' etc.   This helps organise your Fees by noting which records relate to HotDoc.

   For the Description We recommend using 'HotDoc Quick Consult' However, you can also create a practice fee per request type, in which case we suggest, 'HotDoc Prescription Request' and 'HotDoc Referral Request' etc.   This helps your practice easily identify the line item within these invoices.

   
   
   
4. Once you have added the new Practice Fee select 'Close' and we will sync this to appear in your Dashboard. 
   

What do I do if I need to refund a request?

In the HotDoc Dashboard, you will need to select the 'reject and refund' button which initiates the refund to the patient. Please see How to refund a repeat prescription or referral request in the Dashboard for how to do this. 

You will then need to go into your practice software (Medical Director) and refund the invoice (however you currently do this in Medical Director) to ensure your reporting balances. 

How does this appear in reporting?

Each time a patients repeat script or referral request is approved and we charge the patient's card, this will appear in the Payments > Reporting section of the Dashboard.

We also display if we were able to automatically create the invoice or not per request.

This reporting page will allow you to reconcile your payments to the receipts in your practice software. To view this: 

1. In the Payments > Reporting section under Payment Activity, select the Repeats tab to view all completed or refunded HotDoc prescription and referral requests.
   
   
   
   
2. If we were able to automatically create an invoice, you will see a green 'Invoiced by HotDoc' icon informing you that we successfully created and receipted an invoice in your practice software for the patient.
   
   
   
   
3. If we were unable to automatically create an invoice, for example we couldn't find a patient match, you will see a red 'Needs invoice' icon, informing you that we were unable to create an invoice in your practice software for the patient so you will be required to that manually. 
   
   
   
   • You will also receive an email sent to the nominated email address under Quick Consults > Settings, to inform you that we were unable to create an invoice. 
     
   • After you have created and receipted the invoice manually in your practice management system using the charged amount, HotDoc will not sync this invoice, therefore the status will remain as Needs Invoice in the reporting section of the Dashboard. 
     
     
   • You can check the Reconciled box to indicate that you have completed the invoice manually and it will update to say Manually Invoiced: