Chapter 13 - Accounts ReceivableTable of ContentsChapter 15 - Finance Manager


POINT-OF-SALE BILLING

A. Overview to the Billing Module
B. Accessing the Billing Module
C. Booking Procedures and completing the Transaction
D. Front Desk Transactions
E. Recalls and POS Billing
F. Changing Providers at Billing
G. Work In Progress
H. Clinical Records Notations
I. Configuration Options
J. Price Override
K. Credit Account
L. Modifying the Billing Screens
M. Discounts
N. Instructions
0. Certificates
P. Formulation and Minimum Fees
Q. Hospitalization and Boarding
R. Receipts for Clients with an AIR Balance
S. Estimates
T. Crediting account through Billing
U. Refunds
V. Deferring Payments and Multiple Patient Billing
W. Billing Messages
X. Printing Open Recalls on POS Receipt
Y. Returned Check Procedure
Z. The Hold Feature
AA. Farm Calls
BB. Held Checks
CC. P0S Billing and Inventory


A. Point Of Sale Billing Overview

Summary of Occurrences at Point of Sale Billing

1. A Receipt will be generated for the Client.

2. The Billing Transaction is recorded in the day's transactions.

3. The Accounts Receivable File is updated.

4. The Recall (Postcard) information will be updated when:

New items are added,

Old items are cleared,

and Recall statistics are updated.

5. The Daily Reminders are updated.

6. If you have chosen to deplete inventory as procedures have been administered, the Inventory File will be updated.

7. The Clinical Records are updated depending on how your system is Configured and which categories you have turned on. See CONFIGURATIONS and PROCEDURES.

8. The Rabies File is updated when a Rabies Procedure has been administered. A certificate is printed if you are so configured. (See CONFIGURATIONS)

9. The current date will be entered into the "Last Visit" field of the Client Screen and the "Year to Date" sales will be totaled.

10. The Patient Screen will be updated to display:

the last Provider to see the Patient. the date certain vaccines were administered, the last date the Patient was treated, the status is changed if the Patient has been euthanized, and the sex is changed if the Patient is spayed, neutered or castrated.

11. An optional Spay/Neuter, Distemper, and/or Corona Certificate will be printed, if you have configured V/BOSS to do so. See CONFIGURATIONS.

12. The daily Cash Drawer is updated and Providers are credited for the transaction and/or line item(s).

13. System will prompt for results of Feline Leukemia, fecal and Heartworm tests if performed. A permanent record will be stored in Clinical Records if they are configured.

Before beginning the billing process, there are a few points with which you should become familiar:

1. Function keys used to page through billing screens.

      Function

      Next Page

      <FlO>

      Previous Page

      <F2>

2. The entry brackets "[ ]" can be positioned at the desired procedure by using any of the four arrow keys.

3. You may enter any of the procedure codes in your Procedure File or type in any procedure that is not in your file on any of the blank lines provided.

4. Procedures may be configured to either allow or not allow price override at point of sale billing time. If price override is allowed, it may also be configured to only allow price increases. Any NON-DISPLAYING procedure may be configured with a price of $0.00 and flagged for required pricing at the time of billing. For more information see the example given on "Price Override' illustrated further in this chapter and the PROCEDURES Chapter.

5. V/BOSS may be configured to return to one of three screens after completion of the billing process via an option in the configuration program. Refer to section "F" of this chapter.

6. If you are configured for Medications Only (see CLINICAL RECORDS), you must enter any medications that you charge for under the "DISPENSING" heading on Billing Screen #2.

7. If Desktop is active on your system, you may access it from Billing by pressing <Shift><F2> (at the same time).

8. POS Billing Help may be accessed by pressing <Shift><F3>.

9. Accessing Billing automatically puts the Patient in WIP. If you try to Exit Billing you will be asked if you wish to delete the WIP entry. Answer [Y] or [N]. If you have not previously pressed <F9> to Save WIP, any charges you may have entered will NOT be saved, even if you do not delete the WIP entry.

10. You may exit from billing by pressing <F9> to Save WIP, pressing <Fl>, <F5> or <ESC>. If you press any of the latter 3 you will be prompted, "Exit Now?". If you answer [Y] after pressing <Fl> you will be taken to the Patient you were just on; if <F5> you will go to Client Search; if <ESC> you will go to the Main menu. You may also defer the transaction (which will take you out of billing) by paging all the way down to the last page, press <FlO> for Special then [D] Defer.

B. INITIATING THE BILLING MODULE

Client Billing (receipting) may be initiated in several ways.

  1. Find the Client. Highlight the appropriate Patient. Using the right or left arrow key, change the "Next Action" to "BILLING." Press <Enter>.
  2. Find the Patient. Press <F4>.
  3. If the Patient is in Work in Progress, from the Main menu press <FlO>. Highlight the correct Patient and press <Enter>.
  4. If you know the Patient number, go to the Client Search screen. In the last name field type the Patient number in the format #####/## and <Enter>. This takes you directly to Billing Screen #1 for that Patient.

Screen #1

C. BOOKING PROCEDURES AND COMPLETING THE TRANSACTION

On the Billing Screen(s) a displayed procedure is "booked" by placing a number (for quantity) beside each procedure that was performed and pressing <Enter>. This number will be multiplied by the price of the procedure. For example, if the procedure entered cost five dollars and you enter two for the quantity, the price for this procedure will be ten dollars and twice the amount of inventory will be depleted if you are using the Inventory Depletion option. If the cursor stops beside a price, you must accept the price by pressing <Enter> or override it by typing in a new price and <Enter>. If the procedure price has been designated as required (See Procedures) then a price MUST be entered before you can continue. If the procedure price has been designated as non-alterable, the brackets and cursor will move down to the next procedure or line.

To book a procedure that is not displayed: move the brackets to a blank line by using the arrows, enter the quantity in the brackets, press <Enter>, then enter the Procedure code on the line.

If you do not know the code for a Procedure you may view a list of Procedures with their codes and prices by pressing <F4> Procs and entering an alphabetical starting point. (If you would prefer to look up the procedure by name instead of code, press the right arrow key, then enter the alphabetical starting point.) You may scroll through the list and choose the procedure that you want to book by highlighting it with the arrow keys and pressing <Enter>. The Quantity Brackets will now be blinking. Use the arrow keys to place the blinking brackets next to a blank line on the billing screen, type the quantity you want and then <Enter>. This will automatically book the procedure that you have selected. As long as you use the Procedure CODE, it does not matter what line you put the procedure on.

If the procedure you are looking for has not been entered into the Procedure file you may do so now by pressing <F4> again. This will take you into the Procedure file where you may add the new Procedure. See the chapter on PROCEDURES for further information on adding. If you do not want to add the Procedure at the time of Billing but wish to book it, simply type the NAME on the blank line. The system will prompt you to enter a category for the procedure. If the item should have sales tax added, enter [Y], else [N]. Then enter the price of the procedure. With the abbreviation .Btxy you may designate up to 25 categories that will default to taxable. See ABBREVIATIONS

Screen #2

After you have booked procedures on billing screen # 1, advance to "Billing Screen # 2" by pressing <FlO>:

Screen #3

After booking any needed procedures on billing screen # 2, advance to "Billing Screen # 3" by pressing <FlO>.

If you have chosen (during Configuration) the option of updating the Patients' special fields at POS Billing you may now do so. If you do not need to update the fields press <FlO> to continue. After making changes in the special fields pressing <F2> will save the information and return you to billing screen #2. Pressing <FlO> will save the entries made and continue to completion of the billing. <F9> will save all entries in Work in Progress.

Notice that the Patient's Open Recalls display here. If any of these procedures should have been performed, but were not; or if they will be due soon, you can inform the Client at this time.

Screen #4

The heartworm lab test, Feline Leukemia lab test, and the intestinal worm exam, if performed, invoke a Lab Result Report Line on Billing Screen #3. You should respond with either [N] for Negative, [P] for Positive, or [?] for Results Pending, as appropriate. You must respond N, P, or ? to any test given in order to complete the billing. If "Clinical Records" have been configured on your system, the results of these test will be added to the Clinical Records File.

Screen #5

TO COMPLETE THE BILLING:

After test results have been entered the screen will display the total charges for this billing. The cursor will flash next to Disc %. If a percentage discount is to be applied to this billing, enter the percentage. If no discount press <Enter>. A total due based on this transaction total, any discount or sales tax and any previous charges will be displayed in the "Remaining:" area at the bottom right.

Screen #6

Type the amount the Client is paying and press <Enter>. If the Client is not making a payment at this time press [0] and <Enter>, then skip to the next paragraph. (V/BOSS will accept an amount greater than what is owed and will display the change due after you enter the payment type.) The cursor moves to PAYMENT TYPE. Press [C] for cash, [K] for check (you will be prompted for the check number), [V] for Visa, [M] for Master Card, [X] for American Express, [D] for Discover or [0] for a different type of credit card. <FlO> functions as Special (which will be explained further in this chapter) only when you are in the first amount field. After that, <FlO> accepts the payments entered.

After you enter the payment type, you may enter another payment (this is for a split payment, partial payments by different methods). After each partial payment, you will see the remaining balance to be paid (if applicable). You may enter up to 5 partial payments per transaction. After you have entered the last payment for this transaction, press <FlO>. The system will prompt, ARE YOU SURE?? We recommend that you have the payment IN YOUR HAND before answering this question. You can still abort this billing or make changes prior to answering Y to this question. After typing a Y here, however you must complete the bill as is. If you are sure, type [Y]. If you need to make a change or abort, type [N], then make corrections or press <Fl> to abort.

The system prompts you to enter the provider code. This is the code of the person who treated the Patient NOT the cashier (unless this was an over-the-counter transaction in which case you may also use [*] instead of the cashier's code). The receipt will show both the cashier's initial and the name of the Provider who's code is entered here. Type the Provider code and press <Enter>.

NOTE: If the abbreviation .Bwho exists with text [Y], a window will display to allow you to also enter your Provider Code AND PASSWORD as the cashier to override the Provider Code of the person who is logged on. For help adding .Bwho see ABBREVIATIONS.

If you have configured your system to automatically print receipts (see CONFIGURATIONS) the receipt will now print. If you are configured for optional printing type [Y] to print or [N] to not print the receipt.

If you do not print a receipt, the transaction is complete. If you DO print a receipt part of it will print and then V/BOSS will ask "Any Additional Instructions? Y/N". Remember, some procedures will have instructions attached to them that will automatically print if the procedure is booked (see INSTRUCTIONS and PROCEDURES). Also, if you have purchased the VPF options you may have typed a take home instruction and stored it in WIP for this Patient (see VPF OPTIONS). To type ADDITIONAL instructions type [Y]. You will be taken to the Instruction Maintenance Menu. Select T "Type Instructions", type the instructions you wish then press <F2> to print. To exit press <Fl> then select E "Exit". You will be returned to the billing screen.

NOTE: If the abbreviation .Bamt has [Y] as the text, pressing <Enter> at amount paid will accept the amount due as the amount paid. If .Bamt has [N] as the text, the amount paid will default to $0.00 when <Enter> is pressed. If .Bckn has [Y] as the text, a check number is required when payment type [K] is selected.

Screen #7

A sample Instruction File is included with V/BOSS and may be modified by you, according to the message you wish to convey to your charge Clients. (See INSTRUCTIONS) Type (SERV_CHG) when V/BOSS asks for the name of the instruction to modify.

If you do not want a special instruction to print when the balance is greater than $0.00, change the name of the Instruction File by selecting R "Rename Instruction" from the Instruction File Maint. Menu. Your screen will display the following:

OLD Instruction File--> type: [SERV_ CHG]

NEW File--> type: [NO_SERV] enter

If you decide, after changing the name of the file, that you would like this instruction to print, go to the Instruction Maintenance Menu and select R "Rename Instruction". Your screen will display the following:

OLD Instruction File--> type: [NO SERV] enter

NEW File--> type: [SERV_CHG]

Any Client can be exempt from being charged State Tax by entering "EXEMPT" in the Clients "SALESTX" Special Field.

D. FRONT DESK TRANSACTIONS

To perform a front desk transaction with no reference to a particular Client or Patient, from the Main Menu press <F7> for "FRONT DESK TRANS." Book transactions as usual. DO NOT use this for vaccines, surgeries or any other medical procedures. Use for merchandise ONLY!!! This is particularly time saving when a person walks in who has never visited your clinic and wishes only to purchase flea spray, etc. REMEMBER, when using Front Desk Transaction, clients MUST pay in FULL.

Screen #8

If you have multiple terminals you MUST set up a separate Front Desk Transaction for each one and register the number in the Terminals' ID Records. This eliminates record locking problems.

E. Recalls and POS Billing

When a billing transaction is completed Recalls are automatically created for any Procedure that has been booked that has Recalls days. Recalls are automatically cleared according to corresponding rules (Intelligence nodes).

You may manually add and/or delete Recalls by accessing the Patient's Open Recalls from Billing. From either Billing Screen 1 or 2, you may press <F3> to access the open Recalls. From Billing Screen 3, you may press <F8>.

Screen #9

The above screen will display and you may take any appropriate action (see RECALLS). <Fl> will return you to the Billing screens.

F. CHANGING PROVIDERS AT BILLING

To allow each Provider who may have performed a procedure to receive credit: before entering the procedure press <F7> Provider. The cursor will move to the left. Enter in the Provider Code. You may indicate the Provider after you have already entered the Procedure if necessary. If you do, make sure that you do not accidentally eliminate the Procedure.

Screen #10

If you press <F8> For Functions then arrow right once, you will see two Provider Choices. "Which Provider" is the function described above, it allows entry of Provider Codes for individual Procedures. "Line Item Provider" allows you to enter a default Provider for ALL Procedures entered on the invoice (unless you press <F7> to override for a Procedure). Select Line Item Provider, then enter the desired Provider Code and <Enter>. Once you have set a Provider in this area, it stays in effect for every transaction until it is changed or cleared. A different Provider may be set as the default on each workstation.

To clear the default Provider, press <F8>, arrow right once, choose Line Item Provider and press the <spacebar> and <Enter>.

G. For information on "Work In Progress",

<F9>, refer to the Work In Progress section of your V/BOSS Operators Guide.

H. ENTERING NOTATIONS OR PROBLEM CODES IN CLINICAL RECORDS

The chapter on Clinical Records goes over the steps for entering notations or problem codes in the Patients' Clinical Records. You may also enter these comments from within Point of Sale Billing.

Press <F6>. Press [N] for Notation or [P] for Problem Code. Enter a Provider code. If Notation, enter the comment. If Problem code enter the problem then any action taken. Abbreviations may be used in these fields. See CLINICAL RECORDS for more detailed instructions.

Screen #11

I. CONFIGURATION OPTIONS

1. Default Screen after billing

V/BOSS may be configured to return to one of three screens after completion of the billing process via an option in the configuration program (see CONFIGURATIONS). We strongly recommend that you have your system return to the Patient screen so that you may easily double check that everything was updated properly.

When running Configurations you will come to the prompt:

"After completion of POS Billing, go to..."

[Y] Main Menu

[P] Patient Screen

[S] Client Search Screen.

Note: For more information on running the Configuration program, refer to the Configuration Section of the V/BOSS Operators Guide.

Screen #12

2. AUTOMATIC UPDATE OF SPECIAL FIELDS

V/BOSS will update the following Patient Special Fields automatically when procedures in certain categories are booked:

DIET, HW Prev, GROOM, BOARD, TEETH. To activate this capability, you must first run the CONFIGURATION program and when prompted to "Please enter your special OPTION TABLE", place an S in column seven.

Screen #13

The chart below describes what takes place when procedures are booked under certain categories. The Special Fields listed must exist in order to be updated.

Any procedure booked under the category:

B will move "Y" to the special field named BOARD
G will move "Y" to the special field named GROOM
t will move "Y" to the special field named TEETH
P or F will move the procedure code of what was bought to the special field named DIET
d will move the procedure code for the item bought to the field labeled Hw Prev.


3. Automatic or Optional Receipt Printing

You may choose to have a receipt print automatically after completion of every transaction or you may have an option.

POS Billing Receipt Option

[P] ALWAYS Prints Receipt (Automatic)

[0] Optional Printing of Receipt

Enter print option --->

Selecting "P" will cause a receipt to always print out at the time of POS Billing. Selecting "0" lets the computer operator choose at the time of billing whether to print a receipt (Y), or not (N).

4. Free-form Billing

In order to perform Free-Form Billing, you must specify FREEFORM in the configuration program. (see CONFIGURATIONS)

Free-Form Billing means that Billing screen # 2 will have only blank lines. Even if you have assigned table position numbers to Procedures for Billing Screen #2, all lines will be blank.

You may enter any Procedure on any blank line. If the procedure you entered is not in the procedure file, you will need to enter the Procedure category, whether or not the item is taxable, and the price.

J. Price Override (this invoice)

If a Procedure price is alterable, that is, if you may override the price, the cursor will stop next to the price after the Procedure code has been entered. In that case you MUST either accept the displayed price by pressing <Enter>, OR type in a different price. If the price is not alterable the cursor will move to the next Procedure or blank line. If the displayed price is $0.00 but the Procedure has been set up as Required pricing you MUST enter a price before you can continue. For information on setting up these options see the PROCEDURES chapter.

As a special feature, any procedures booked with a price of $0.00 will appear on the billing with the notation "N/C TODAY."

K. Credit Account

If you wish you may book a Procedure but give CREDIT for it rather than charging for it (if the price is alterable). This process would be appropriate if a Client returned an item and wanted credit on their account rather than a refund or if they had been overcharged on a previous visit and you wanted to credit their account.

The example below is for a $5.00 overcharge on a previous bill. $5.00 will be subtracted from the amount due when the invoice amount is calculated. It was entered as [-5] <Enter>.

Screen #14

L. MODIFYING BILLING SCREENS

V/BOSS allows you to display different Procedures on Billing Screen #1 and Billing Screen #2. These billing screens are formatted by setting up procedures and assigning a certain table position to each procedure. For more information on how to set up procedures refer to the PROCEDURE Chapter of the V/BOSS Operators Guide.

In the example on the following page, we have shown you how a procedure could be set up to display "Dog Exam" on the ninth line, left hand column of billing screen number one.

The procedure code is "DEXAM" and the table position is three, [03]

If you would like to have a blank line displayed, do not set up a procedure for the corresponding table position.

The headings on the Billing Screens (e.g., EXAMINATIONS, VACCINATIONS) may be changed by adding abbreviations for the heading(s) you wish to change. The abbreviation which should be added to modify a heading are indicated in parentheses beside each heading. See ABBREVIATIONS for help in adding these.

By viewing the billing screens below, you can determine where the procedure names will be displayed on the two billing screens. For example, if you would like the procedure "CAT EXAM" to be displayed on the fourth line of Billing Screen #1 under "EXAMINATIONS", you would set up a procedure and give it a table position of 04. Please remember, you cannot give two different procedures the same table position unless the table position is "00" (unless you have Vpf). For example, if there is currently a procedure with the table position of "04", that procedure must be changed to "00".

Failure to insure that no two procedures have the same Table positions will result in unspecified system performance.

Screen #15

Screen #16

M. DISCOUNTS

There are two types of percentage discounts which may be applied to an account. The first is an automatic percentage discount that will be given each time the client has a transaction. For this type of discount you must have one of the ten Special Client field's labeled DISCNT (see CONFIGURATIONS). To establish a discount, place a [.] and the percentage amount. For example, [.10] for ten percent, [.15] for fifteen percent and so forth. For a 100% discount enter [.99]. To remove the discount just use the space bar to erase the entry.

The second type of discount may be applied at the point of sale. Page Down (<FlO>) to the last billing screen. The cursor will be at the field labeled "Disc %" Enter the desired percentage (do NOT type a [%], only the numbers). This discount will apply only to the current receipt. To discount this client during another visit, it will have to be entered again unless you use the above method.

You may designate up to 25 categories of Procedures that will not be discounted by either method. To do so you must create (or modify if it already exists) the abbreviation .Ndis. See ABBREVIATIONS for help in setting up this abbreviation. The abbreviation type is comment. Enter the letters that correspond to the Procedure categories you do not want discounted in the abbreviation text.

You may also configure V/BOSS to round off percentage discounts to the nearest dollar. Add the abbreviation .Brnd with text of [Y] to enable this feature. See ABBREVIATIONS for help in adding.

If desired, you may give a dollar value discount at the point of sale. At one of the blank lines under OTHER, enter the quantity (usually [1]), then type in whatever reference you want, for example, DISCOUNT or COUPON, and press <Enter>. For price type [-] first, then the amount of the discount. This dollar value will be subtracted from the total due.

You may create procedures that are for discounting purposes if you wish. When you add the procedure(s) (see PROCEDURES), the Minimum fee cannot be greater than the Procedure price. In other words, if you make the Procedure price a negative value, then the minimum fee MUST be at least that value or less.

N. INSTRUCTIONS

Instructions may be attached to Procedures so that they will print automatically when the procedure is performed. They may also be typed in or generated at the end of the Billing process. The first example demonstrates attaching an instruction to a Feline spay procedure.

Note: Prevent instructions from printing or Non-Active Patients by adding abbreviation Inst to your system. See ABBREVIATIONS.

Use the appropriate keys and page thru the Billing screens until you are at Billing Screen # 2. Once at the proper screen, book the procedure [SPAY/C]. In the example shown, we have attached an instruction file "SPAYFELI".

Screen #17

Screen #18

The instruction file, SPAYFELI, is attached to the procedure SPAY/c. When the billing is completed and the receipt prints the instruction file SPAYFELI will also print.

Screen #19

Screen #20

When a receipt is printed the prompt "Any additional Instructions? ---> N" is displayed. Answering [N] has NO effect on instructions that are attached to Procedures. This option allows you to enter ADDITIONAL instructions at the time the receipt is printed. If you answer [Y] to this question you will be taken to the Instruction Maintenance Menu.

Screen #21

If you think that an appropriate instruction already exists, you may press [P] Print Instruction, select an instruction which will be displayed. If you wish it to print, press <F2> Print and then <Esc> to return to the Billing Screen.

If you wish to type instructions for this Client, select [T] Type Instruction from the Instruction Maintenance Menu. A screen with space for you to type your instruction will display. Type the instruction, press <F2> to print it, then <Esc> to return to the Billing Screen.

For more information see INSTRUCTIONS and PROCEDURES.

0. Certificates

Your system may be configured to print a Distemper Certificate when any procedure that is identified as a distemper vaccination (thru Recall Intelligence rules) has been booked. The following is an example of the FVR and DHL Certificates. You may also Configure the system to print Corona, Spay/Neuter and Rabies Certificates. The Rabies certificate is the only one which may be reprinted at a later time. See CONFIGURATIONS and RECALLS for further information.

Screen #22

Rabies Certificates

When a Rabies Procedure has been booked in POS Billing, when you are prompted to enter a tag number depends on how you have set abbreviation .Rwip (or if it even exists in your system, see ABBREVIATIONS). When the certificate prints depends on the existence and setting of abbreviation .Rabw.

See WORK IN PROGRESS, Section H. Rabies and WIP for information on assigning the tag number when the bill is saved or deferred in WIP.

If you assign the tag number when the transaction is completed, one of two scenarios will occur. 1) If you print the receipt, you will be prompted to enter the tag number after you have entered any additional instructions or entered [N] to "Any Instructions ?Y/N".

2) If you do not print the receipt, you will be prompted to enter the tag number after entering [N] for No receipt. You will see a window similar to the following.

Screen #23

You may press <Enter> to accept the tag number (unless you have the abbreviation .Racc in your system, in which case you must press <FlO>), type in a different tag number, press <F3> to change stacks, or press <F2> to go to Batch Maintenance and add a new stack. See RABIES for further information on adding or modifying stacks.

P. FORMLATION FEES AND MINIMUM FEES

This section will describe the process that takes place with the "FORMULATION FEE" section of a procedure file once a procedure is booked during billing. In this example we will be dispensing a prescription of "PREDNISOLONE" tablets costing fifteen cents per tablet with a formulation (added) fee of $1.00.

Once at the proper screen, book the procedure [PR 1].

A total price is calculated by multiplying each pill by fifteen cents and adding a one dollar formulation fee to compute the total charge of $4.00 for the prescription.

Screen #24

You may choose to attach a minimum fee to procedures. In the above example, had you used a MINIMUM fee of $5.00 rather than a FORMULATION fee, the total price would have been $5.00 instead of $4.00. 20 pills @ $.15 = $3.00, but the minimum is $5.00.

You may also use a combination of FORMULATION fee and MINIMUM fee. Still using the above example: With a formulation fee of $1.00 and a minimum of $5.00, if you sold 20 pills @ $.15 the price would still be $5.00. 20 pills @ $.15 = $3.00 plus $1.00 formulation fee = $4.00. But minimum is still $5.00, so the price is $5.00. HOWEVER, if you sold 40 pills at $.15 with the same formulation and minimum fees the price would be $7.00 40 pills @ $.15 = $6.00 plus the $1.00 formulation fee = $7.00 which is more than the minimum of $5.00.

Q. HOSPITALIZATION AND BOARDING

Below is an example of how to book the Hospitalization Procedure using the default Position on the billing screen. This example is for a patient that has been hospitalized for one and one-half days at a cost of nine dollars per day.

Use the appropriate keys and page through the Billing screens until you are at Billing Screen # 2. Once at the proper screen, Position the [ ] under the "HOSPITALIZATION" section and enter the number of days as [1.5]. Next, enter the cost per day. In our example we are using [9.00] per day. V/BOSS will display a total cost of 13.50. Press <Enter> to accept this price, or change it if necessary by typing a different price.

Screen #25

The booking process for Boarding is exactly the same except that, of course, you will position the [ ] under the word BOARDING. If one of the ten special Patient fields is labeled BOARD, a Y will be placed under this field when the Boarding Procedure is billed out.

R. RECEIPTS FOR CLIENTS WITH AN A/R BALANCE

The sample receipt below shows what a receipt looks like when a client does not pay their bill in full at time of billing.

Please note that this receipt shows the updated A/R information. The option to print or not print this information on the POS Billing receipt is in Configurations (see CONFIGURATIONS).

The Service Charge instruction was discussed in section B of this chapter. See INSTRUCTIONS for further information on modifying this instruction.

Screen #26

S. ESTIMATES

To Generate an Estimate on services to be performed, go into Billing for the Patient and book all procedures as if you were preparing a bill. When V/BOSS prompts you to enter a discount on billing screen # 3, press <FlO> for Special. The following options will then display in the lower right side of the billing screen and prompt you to enter a special type. Your response will be [E] for Estimate.

SPECIAL TYPE _

? - Hold A - ARCHIVE ESTIMATE
D - DEFER T - DEFER TOTAL
E - ESTIMATE R - REFUND <FlO> NORMAL

After entering [E] the receipt will print along with the instruction file [ESTIMATE]. The instruction file may be altered by going through Instruction File Maintenance (See INSTRUCTIONS).

You will need to answer the following questions: Duplicate Estimate Receipt? Answer [Y] or [N].

Print Duplicate Instruction? Answer [Y] or [N].

Save as Work In Progress? Answer [Y] or [N]. **SEE BELOW

Archive to Client Record? (see next section)? Answer [Y] or [N].

Accept Deposit Now? Answer [Y] or [N]. If yes, you will be prompted to enter the deposit amount and payment type. BE SURE TO PRESS [U] TO UPDATE AFTER THE DEPOSIT PAYMENT TYPE IS ENTERED. You may then enter comments for the deposit receipt and print that if desired.

In the following example we will illustrate how to process an estimate bill for the General Exam procedure. Following that will be an explanation of Archiving Estimates.

**Estimates and Work In Progress - If a Patient is already in WIP when the estimate is generated, the following will occur based on your answer to the question, "Save as Work in Progress?". Previous days entries will be unaffected, regardless of the answer to this question.

If you answer [N], any charges that were already booked for the current day will be saved in WIP, even if they were not part of the estimate. If there were no charges on that day to begin with, none will be saved.

If you answer [Y], the charges which were included on the estimate will be saved in WIP, any charges on the current day that you eliminated prior to generating the estimate will not be saved.

Screen #27

After the general exam has been booked, press <FlO>, PgDn, until you come to billing screen # 3.

Screen #28

Screen #29

The estimate total may show a price range instead of an absolute total, If you wish to utilize this option, add the abbreviation .Est% with the type as Comment and the text as a two digit number to identify the upper range (percent) of the estimate total. See ABBREVIATIONS.

NOTE: Remember to alter the Instruction File **** ESTIMATE **** to your clinic's specifications.

To modify the Instruction file called ESTIMATE, go to Instruction File Maintenance and select M "Modify Instructions", Type the instruction name ESTIMATE. You may now modify this instruction by typing over the information displaying. Remember to press <F9> to save any changes you have made.

Archive Estimate

An estimate may be saved (or archived) in the Client's information system if desired. The estimate may then be viewed at any later time by finding the Client and then pressing <FlO> for Info.

There are 2 ways to archive an estimate. In both instances, you will be prompted to enter a comment. This is useful for entering the Provider code of the person generating the estimate or other pertinent information. If you prefer to skip the comment, just press <Enter>.

  1. If you do an estimate as described on the previous pages, you will be asked if you wish to archive the estimate. Type [Y] to do so.
  2. You may archive the estimate directly without printing it or answering any of the other questions involved in a regular estimate. To utilize this method, enter the charges in billing in the same manner as you would for a regular estimate. Page down to Billing Screen #3 and at the Discount field press <FlO> for Special. Enter [A] for Archive Estimate instead of [E] for Estimate. The estimate will then be archived.

With either method you will be prompted to enter a comment of up to 40 characters. This is a good way to indicate what Provider is generating this estimate.

If you print an archived estimate at a later time, the ESTIMATE instruction will print also. If the instruction has been changed since the estimate was archived, it will print as it is NOW, not as it was when you generated the estimate.

T. CREDITING ACCOUNTS THRU BILLING

To Credit an Account thru Billing, first go into Billing for one of the Client's Patients and go to a blank line. Enter the quantity, then the word [CREDIT] or whatever you want. For the price, BE SURE to type [-] FIRST, then the amount to be credited. Complete the transaction as normal. You will not be able to enter an amount paid. This will establish a credit balance on the account.

NOTE: If a credit is being generated because the Client is returning an item and you want the item to go back into inventory, you MUST put a [-] before the quantity. Otherwise, you must manually adjust the quantity in inventory. For a credit, the item's Procedure code must be set to alterable so you can also enter a negative dollar value.

U. REFUNDS

If you are giving money back to a client instead of crediting their account, you should perform a refund. Find the Client and go to billing. Either enter the procedure(s) that the refund is for, or at a blank line enter [1] for quantity and then [REFUND] and the amount to be refunded. DO NOT TYPE [-] BEFORE ANY OF THESE PRICES. Page down to the point of entering a discount percentage. Press <FlO> Special. These options will display:

SPECIAL TYPE
? - Hold A - ARCHIVE ESTIMATE
D - DEFER T - DEFER TOTAL
E - ESTIMATE R - REFUND <FlO> Normal



Press [R] Refund. Enter a discount if appropriate, or <Enter>. Complete the transaction as normal. The refunded amount will be adjusted on your End of Day report and will be reflected in the appropriate money type (cash, credit cards, etc.).

AN ACCOUNT THAT HAS AN A/R BALANCE CANNOT BE GIVEN A REFUND!!

V. DEFERRING PAYMENTS THROUGH BILLING and MULTIPLE PATIENT BILLING

To Defer Payments through Billing on services to be charged, first go into Billing for the patient and book all procedures as normal. When V/BOSS prompts you to enter a discount on billing screen # 3, press <FlO>, Special. The following options will then display in the lower right side of the billing screen and prompt you to enter a special type. Your response will be [D] for Defer.

Deferring a payment simply stores the Patient in Work In Progress and sets the Fini Flag.

SPECIAL TYPE
? - Hold A - ARCHIVE ESTIMATE
D - DEFER T - DEFER TOTAL
E - ESTIMATE R - REFUND <FlO> Normal



After entering your response, V/BOSS returns to Work In Progress.

An example of this process follows. The only charge is for a General Exam.

Screen #30

After the general exam has been booked, press <FlO>, PgDn, until you come to billing screen # 3 at the point where a discount may be entered. Press <FlO>, Special. The special options will display and V/BOSS will prompt you to enter the Special Type. Your response will be [D], for Defer. The Patient will then be saved in Work In Progress and the Fini Flag will be set causing the amount billed to flash indicating to the front desk that all services have been performed and the Patient is ready to be discharged.

Screen #31

For a Multiple Patient Billing, repeat the above steps for each Patient until the last one. For the final Patient, instead of entering [D] as the special type, enter [T] for Defer Total. (If the Patients are already in WIP, just go into billing for one of them and treat it as the final) This will bring the balance forward for all Patients. Complete the rest of the bill as usual. If you Defer Total before all that Client's pets have been deferred a warning message will advise you to Defer the remaining Patients.

NOTE: The system will Defer up to six patients. On the seventh it will Defer Total for all seven.

The top portion of the receipt will contain a summary (pictured below), then an individual receipt will print for each Patient.

SPECIAL REPEAT FEATURE If two or more of a Client's Patients should be charged for the same services, you may cause V/BOSS to repeat the charges on subsequent Patient's. You must enter the appropriate charges for one Patient and Defer it (or Save WIP). Access Billing for the next Patient. Move to a blank line and type [/##], replacing the ## with the last 2 digits of the initial Patient's account number. If the initial Patient has been in WIP for more than one day, you will be prompted to choose the date of the charges that should be repeated. You may do this for additional Patient's as needed, but they must all be registered to the same Client.

Screen #32

W. ENTERING MESSAGES ON THE POS BILLING RECEIPTS

V/BOSS gives you the capability to create a message to print on the billing and estimate receipts. To set up your system to perform this task you must add or modify the abbreviation ".Bmsl". For more information on setting up abbreviations refer to ABBREVIATIONS. When adding the abbreviation you will be prompted to enter the abbreviation type. Select [M], Comment. A line will then be displayed for you to enter the abbreviation text. At this time you will enter the line as you would like for it to print on the billing receipt. If the abbreviation text contains the word [NULL], no message will print.

The example below illustrates the contents of the abbreviation .Bmsl modified to print a message of your choice. On the following page you will find an example of the billing and estimate receipts with this message printed.

Screen #33

Screen #34

X. PRINTING OPEN RECALLS ON THE POS RECEIPT

V/BOSS gives you the capability to print the open recalls for a patient on the billing receipt. To set up your system to perform this task you must enter "Y" in the configuration option, "If you wish to have open Recalls printed on the POS Statement enter Y/N". If you have enabled this option there is an instruction file called "POS RECA" that will automatically print on the receipt. You may modify the file to your Hospital's needs.

The example on the previous page illustrates the contents of a POS Receipt with open recalls as well as the contents of the abbreviation .Bms1.

Y. RETURNED CHECK PROCEDURE

If a Client's check is returned because of insufficient funds, you may record this and establish an account balance for the Client. Find the Client, press <F7> for A/R and select Returned Check. Enter the amount of the check (do NOT include any fees that you add). Enter the Check number, then enter the Provider that was given credit for the Procedures performed. Check your entries and if all is correct, type [P] to post the transaction. You may choose whether or not to print a receipt for this transaction. If you do print the receipt, you will be prompted to enter a comment. This comment is for the receipt ONLY, it is not stored anywhere. If you need to add an extra fee the account due to the returned check, you should bill this out through Point of Sale Billing.

If payment is received for the returned check, find the Client, press <F7> then choose Payment on Returned Check. Enter the amount of the payment (DO NOT include additional fees here), then the payment type (if you are redepositing the original check you may select [R] Redeposit). Enter the Provider that was given credit for the Procedures performed. Check your entries, if all is correct, type [P] to post the transaction. You may choose whether or not to print a receipt for this transaction. If you do print the receipt, you will be prompted to enter a comment. This comment is for the receipt ONLY, it is not stored anywhere. If you added a fee to this account and that is paid as well, you may select A/R Payment to post this transaction.

Z. THE HOLD FEATURE

When a patient comes into your clinic the HOLD Feature may be used to indicate what procedures need to be performed. A ? flag will be set to the right of every procedure in question. These ?'s MUST be removed in Billing by pressing <F7> to change providers, and either entering a Provider Code or pressing the spacebar to erase it, BEFORE the billing can be completed.

Set the flags by going into Billing for the patient and booking each procedure that needs to be performed. On the last Billing Screen, when asked for AMOUNT PAID, press <FlO> for Special. Then press [?] for HOLD. The patient will be saved in WIP where you may add to the bill, delete Holds as above, and finally complete the billing.

AA. FARM CALLS

1. Invoice Number Reference

A provision is available in V/BOSS that allows you to enter an invoice number that references the receipt used for a Farm Call. For example, if you use a printed invoice form when you go on a farm call you may reference that invoice when you enter the procedures into V/BOSS billing.

To do so: Enter the bill for the Client as usual, but on a blank line type in [1] (for quantity), then [/*XXXXX] (do NOT type the [ ] Replace the x's with a 5-digit number from the handwritten invoice. Now when you do <F6> Clinical Records at the Patient Screen that invoice number will be referenced. It will also be referenced in that Client's Receivable history. You may wish to make the first table position of the Billing screen a blank line and put this reference number on that line so it will appear first in the Clinical Records.

2. Treatment Date Code

If the date of treatment for large animals is often different from the date that the charges are entered, you may wish to add a Treatment code to your Procedure file. This code may then be used to enter the actual treatment date.

You may want to use the following example: Add the Procedure Code [TREAT]. (See PROCEDURES for help in adding a procedure.) Procedure Name= [TREATMENT DATE]. Treatment Code [T]. You may enter whatever you wish in the other fields. It may be best to put this Procedure in Table Position [01] or [02] if you use the above invoice number) so that you will not forget to enter it. If you have Vpf and created Species Specific Billing screens, you may wish to add [TREATE] for equines and [TREATB] for bovines, so that these procedures only display for the appropriate species (see VPF OPTIONS).

If you would like to enter the treatment date for individual Procedures, enter [T] in the TREATMENT CODE field for the desired Procedures

When you book a Procedure in Billing that has been designated as a treatment code, you will be prompted to enter the treatment date. Remember to use the YYMMDD format!

Screen #35

BB. Held Checks

If you agree to hold a check for someone, you must complete the transaction as if the payment were zero. On the date that the check may be deposited, find that Client, go to Accounts Receivables <F7> and choose A/R Payment.

CC. POS Billing and Inventory

If you have inventory depletion turned on (see INVENTORY and CONFIGURATIONS), inventory items will be automatically depleted when a billing transaction is completed. If the abbreviation .IifO is in your system with text = [Y] (see ABREVIATIONS), you will be notified if you try to sell something that is not in stock.

You may check the availability of an item from the Procedure Maintenance screen or from the Procedure Lookup Window in Billing or Pharmacy. If in Procedure Maintenance, while modifying the item, hold down <Ctrl> and press [D]. If you are in the Procedure Lookup Window, highlight the Procedure then hold down <Ctrl> and press (D). If the item is in inventory you will see an Inventory Status window.

Screen #36

NOTE: If the Quantity on hand is at or below the re-order point, you will see "Re-Order" to the right of the quantity on hand number.


Chapter 13 - Accounts ReceivableTable of ContentsChapter 15 - Finance Manager


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