What's New and Improved?
Private Billing
Arya now has support for billing directly to a patient for services not covered by provincial health care. The user can create an invoice and issue it directly to a patient.
This feature can be accessed by selecting “Billing” from the top menu and then “Private” below that. The following page will appear:
The default view will show all of the invoices that have been created for the user. If desired, the user can filter the list of invoices by searching on a patient’s name, filtering by status (pending, issued, and paid), or by date range.
One or more invoices can be selected and then deleted, exported as a Comma Separated Value (CSV) file, shared through the patient portal, or printed. The invoice can also be edited or viewed by clicking on the “I” icon. Please note that invoices that have the status of issued or paid cannot be deleted or edited. The exception is to have the Issued status updated to Paid.
Clicking on “Create Invoice” will display the following page:
The invoice will require the user to enter the patient’s name, the billing doctor, the service date, and the due date. The invoice number is generated by the system. The patient’s name field will produce a list of matching patients when the first three letters of their last name are entered. (Note: The list of potential patients will shrink as more letters are added.) Clicking on the doctor’s name field will bring up a drobox of billing practitioners associated with the clinic.
Invoice items/lines can be added in two ways:
Clicking on “Add blank line item” will create a blank invoice line item. The user has complete control over the Fee Name (or code), description, item cost, quantity, and tax amount. The amount will be calculated as item cost * quantity + tax.
The panel on the right will allow for the use of pre-defined fee codes. There are two buttons for provincial fee codes and for custom fee codes. Selecting either a custom or provincial fee will populate a new invoice line item. The user will still have the ability to modify any item on the line. Custom fee codes are managed in the Admin menu.
The page will maintain running totals for amount, tax, and total amount.
(Note: For provincial codes the tax will have to be added manually in the field.)On the Admin menu, there is a new item : “Private Billing”. This will bring up the following screen:
New custom fees can be added by filling out the Fee Name, Description, Amount, and tax status on the top line and then clicking on the “Save” button.
A list of all active custom fees is displayed below. Inactive fees can be viewed by clicking on the “View Inactive” text. Inactive fees are not displayed on the Private billing Invoice page.
To edit a custom fee, click on the “I” icon. Clicking on the circle will inactivate the custom fee.
There are three known issues with this page which will be fixed in the next release:
BC users need to select both GST and PST but the current function will only allow one to be selected. Workaround – manually calculate the correct sales tax and manually enter it in the appropriate field on the invoice line.
ON users need to select HST but the current percentage is incorrect. Workaround – manually calculate the correct sales tax (should be 13%) and manually enter it in the appropriate field on the invoice line.
Clicking on the circle inactivates the Fee code but there is no method of reactivating it. Workaround – Recreate Fee code or Create a blank invoice line on the invoice screen and manually enter the information.
New Issues to watch out for:
Sometimes there are unexpected new issues that pop-up after a release. We do our best to find and fix them all before your clinic starts in the morning, but we end up missing some or are not able to resolve others in time. To improve transparency of potential issues you may see after a release, a list of known new issues will be updated here once testing of AryaEHR post release is complete.
Our goal is to keep this list as empty as humanly possible! If you experience any new issues following this release that are not mentioned here, please reach out to our Client Support Team via the intercom bubble.