How to set up Preferences in Financials
Apart from having one of the most powerful EMR Modules, Clinicea also consists of a strong Billing System. While most software either Focus on EMR or Financials, Clinicea goes a step ahead combining both EMR and the Financials of your Clinic.
FINANCIAL PREFERENCES
Financial Year: you can set the start and finish of your Financial Year by selecting from the options in the drop-down list. Example: April to March.
Stock Voucher needs Authorisation: This preference allows you to set up authorizations for inward entry of stock after physical verification. Example: Your Vendor transfers 10 pieces of Face Cream to your Clinic and creates a Voucher for it. You verify the Stock and receive only 8 pieces. Authorization of the Voucher allows you to accept the 8 pieces and Reject the 2 you haven’t received.
Discount above % needs Authorisation: This preference allows you to set the maximum discount that can be given in a Bill at the Clinic level. Any discount given above the threshold will automatically be put on hold till Authorisation is given by the user who has the permission to give such authorizations. Example: The maximum discount the Clinic can give a client is 10%. If a Discount of 15% is entered, the Bill will be on hold until the bill is authorized by the next person in the hierarchy.
Important Registration Nos.
Reg. No: Name 1 Reg. No: 1: You can enter your Organisation Registration Name and Number here. Example: GST Identification Number or GSTIN number will be entered in Reg. No: Name and the Number will be entered in Reg. No.
Reg. No: Name 2 Reg. No: 2: If you have additional Organisation Registration Numbers to add you can enter that here. Example: Service Tax Number.
Reg. No: Name 3 Reg. No: 3: If you have additional Organisation Registration Numbers to add you can enter that here. Example: Registration Number.
Default Tax Rate: In some countries, there is one uniform tax rate that should be applied to all services and products ex: GST in Singapore, India and in Australia is common across all services and products. In such cases, you can set the default rate here, and then each time you add a new service or product, the tax gets auto-selected for you. You can, of course, override the default rate in a given item.
PRICING
Inventory Buying Price is Inclusive of Taxes: This preference allows you to enter the Buying Price of your Inventory items, inclusive of Taxes.
Tax will be calculated on Purchase price for Incoming Stock: This is an advance preference. Switching this ON will calculate the taxes based on the purchase price of an inventory item.
Tax will be calculated on Selling price for Incoming Stock: This is also an advanced preference. Switching this ON will calculate the Taxes for an incoming inventory based on its selling price (MRP).
Inventory Selling Price is Inclusive of Taxes: This preference allows you to set the Selling Price of your Inventory items, inclusive of Taxes.
Service Selling Price is Inclusive of Taxes: This preference allows you to set the Sell Price of your Service items, inclusive of Taxes.
Package Selling Price is inclusive of taxes: This preference allows you to set the Selling Price of your Packages, inclusive of Taxes.
Round-Off Tax in Bill: If you do not want to calculate taxes in decimal value, you need to check this preference on.
Allow editing of Bill Item totals: This preference allows you to manually edit Bill Item totals in the Bill Screen, and auto-calculate the discount applied. This is useful if you want to discount a Service when multiple Quantity of the Service is purchased, you can apply a discount simply by rounding down the Item Total.
Round Off Options: Bill Total can now be rounded off in the following ways:-
A. Round Off to Nearest Number – Will Round off Bill Total to the nearest whole number.
B. Round Down to Nearest .05 Currency – Will Round down the Bill Total to the nearest .05 currency. E.g. Item Total $2,002.49 gets rounded down to $2,002.45
C. Round-Up to Nearest .05 Currency– Will Round up the Bill Total to the nearest .05 currency. E.g. Item Total $2,002.49 gets rounded up to $2,002.50
D. Do not Round Off – If selected will have no impact on the Bill Total. E.g. Item Total $2,002.49 remains the same.
INTEGRATED BILLING
Allow billing to External Practitioners: If you are TPA you want to be able to bill external Practitioners also.
Auto add Today’s Prescription to Patient’s Bill: This preference automatically adds prescribed Medications i.e. Inventory Items in EMR to the Patient’s Bill. This preference is specifically beneficial for Clinics with in-house Pharmacies.
Auto add Today’s Investigation Order to Patient’s Bill: This preference automatically adds Investigations i.e. Investigations Items ordered in EMR to the Patient’s Bill. This preference is specifically beneficial for Clinics with in-house Labs.
FINANCIAL AUTO GENERATE NUMBER SETTINGS
Each time you create a bill, or purchase order, or accept stock or accept a payment, Clinicea generates a sequential number for you. You can control the formatting of this number by setting up a prefix, financial year, separator, starting seed and more.
MISCELLANEOUS
By default every patient is billed to: You can set the default Billing of all Patients to either Self, Corporate or Family by selecting from this drop-down list. Example: If all the Patients in your Clinic, are covered by Insurance, you set the default Bill To Corporate.
Default Membership Level for Patients: If your Clinic has various levels of Patient Memberships, you set default level from this drop-down list. Example: If you 3 levels of Patient Memberships, namely Silver, Gold, and Platinum. Silver being the most economical and popular amongst Patients, you can set the default level of Membership to Silver.
Display Diagnosis Codes given by Doctor in the Bill: If ICD Coding for Assessments is checked on in your account and you Add a Diagnosis for a Patient in EMR, these Diagnosis codes will appear in the Bill Screen. This is useful if you want to enable SuperBill in your account for Insurance Billing.
Select Organization to be used as Pharmacy: This preference is used in Clinic chains where a Clinic may only be prescribing with fulfillment happening from a warehouse.
In Pharmacy dispense, Do not bill: This preference allows you to only dispense medication and not Bill it. This preference is specifically beneficial for Clinics, where billing is centralized for Service + Rx. In such cases the Pharmacy desk only dispenses, it does not bill.
Display Item Prices after Discount, for Package Bills: If checked on, this preference will display the after discount item price of a Package. The preset discount of the Package will not show on the Bill screen. It also gives you the option to add an additional discount at the Clinic level. For Example, A Package consists of 5 items, each priced at $100. A preset discount of 10% is applicable to the Package. When this Package is Billed, the item price will appear as $90. If the clinic staff want to give a further discount, they can do so by entering the discount in the discount field.
FINANCIAL PREFERENCES
Financial Year: you can set the start and finish of your Financial Year by selecting from the options in the drop-down list. Example: April to March.
Stock Voucher needs Authorisation: This preference allows you to set up authorizations for inward entry of stock after physical verification. Example: Your Vendor transfers 10 pieces of Face Cream to your Clinic and creates a Voucher for it. You verify the Stock and receive only 8 pieces. Authorization of the Voucher allows you to accept the 8 pieces and Reject the 2 you haven’t received.
Discount above % needs Authorisation: This preference allows you to set the maximum discount that can be given in a Bill at the Clinic level. Any discount given above the threshold will automatically be put on hold till Authorisation is given by the user who has the permission to give such authorizations. Example: The maximum discount the Clinic can give a client is 10%. If a Discount of 15% is entered, the Bill will be on hold until the bill is authorized by the next person in the hierarchy.
Important Registration Nos.
Reg. No: Name 1 Reg. No: 1: You can enter your Organisation Registration Name and Number here. Example: GST Identification Number or GSTIN number will be entered in Reg. No: Name and the Number will be entered in Reg. No.
Reg. No: Name 2 Reg. No: 2: If you have additional Organisation Registration Numbers to add you can enter that here. Example: Service Tax Number.
Reg. No: Name 3 Reg. No: 3: If you have additional Organisation Registration Numbers to add you can enter that here. Example: Registration Number.
Default Tax Rate: In some countries, there is one uniform tax rate that should be applied to all services and products ex: GST in Singapore, India and in Australia is common across all services and products. In such cases, you can set the default rate here, and then each time you add a new service or product, the tax gets auto-selected for you. You can, of course, override the default rate in a given item.
PRICING
Inventory Buying Price is Inclusive of Taxes: This preference allows you to enter the Buying Price of your Inventory items, inclusive of Taxes.
Tax will be calculated on Purchase price for Incoming Stock: This is an advance preference. Switching this ON will calculate the taxes based on the purchase price of an inventory item.
Tax will be calculated on Selling price for Incoming Stock: This is also an advanced preference. Switching this ON will calculate the Taxes for an incoming inventory based on its selling price (MRP).
Inventory Selling Price is Inclusive of Taxes: This preference allows you to set the Selling Price of your Inventory items, inclusive of Taxes.
Service Selling Price is Inclusive of Taxes: This preference allows you to set the Sell Price of your Service items, inclusive of Taxes.
Package Selling Price is inclusive of taxes: This preference allows you to set the Selling Price of your Packages, inclusive of Taxes.
Round-Off Tax in Bill: If you do not want to calculate taxes in decimal value, you need to check this preference on.
Allow editing of Bill Item totals: This preference allows you to manually edit Bill Item totals in the Bill Screen, and auto-calculate the discount applied. This is useful if you want to discount a Service when multiple Quantity of the Service is purchased, you can apply a discount simply by rounding down the Item Total.
Round Off Options: Bill Total can now be rounded off in the following ways:-
A. Round Off to Nearest Number – Will Round off Bill Total to the nearest whole number.
B. Round Down to Nearest .05 Currency – Will Round down the Bill Total to the nearest .05 currency. E.g. Item Total $2,002.49 gets rounded down to $2,002.45
C. Round-Up to Nearest .05 Currency– Will Round up the Bill Total to the nearest .05 currency. E.g. Item Total $2,002.49 gets rounded up to $2,002.50
D. Do not Round Off – If selected will have no impact on the Bill Total. E.g. Item Total $2,002.49 remains the same.
INTEGRATED BILLING
Allow billing to External Practitioners: If you are TPA you want to be able to bill external Practitioners also.
Auto add Today’s Prescription to Patient’s Bill: This preference automatically adds prescribed Medications i.e. Inventory Items in EMR to the Patient’s Bill. This preference is specifically beneficial for Clinics with in-house Pharmacies.
Auto add Today’s Investigation Order to Patient’s Bill: This preference automatically adds Investigations i.e. Investigations Items ordered in EMR to the Patient’s Bill. This preference is specifically beneficial for Clinics with in-house Labs.
FINANCIAL AUTO GENERATE NUMBER SETTINGS
Each time you create a bill, or purchase order, or accept stock or accept a payment, Clinicea generates a sequential number for you. You can control the formatting of this number by setting up a prefix, financial year, separator, starting seed and more.
MISCELLANEOUS
By default every patient is billed to: You can set the default Billing of all Patients to either Self, Corporate or Family by selecting from this drop-down list. Example: If all the Patients in your Clinic, are covered by Insurance, you set the default Bill To Corporate.
Default Membership Level for Patients: If your Clinic has various levels of Patient Memberships, you set default level from this drop-down list. Example: If you 3 levels of Patient Memberships, namely Silver, Gold, and Platinum. Silver being the most economical and popular amongst Patients, you can set the default level of Membership to Silver.
Display Diagnosis Codes given by Doctor in the Bill: If ICD Coding for Assessments is checked on in your account and you Add a Diagnosis for a Patient in EMR, these Diagnosis codes will appear in the Bill Screen. This is useful if you want to enable SuperBill in your account for Insurance Billing.
Select Organization to be used as Pharmacy: This preference is used in Clinic chains where a Clinic may only be prescribing with fulfillment happening from a warehouse.
In Pharmacy dispense, Do not bill: This preference allows you to only dispense medication and not Bill it. This preference is specifically beneficial for Clinics, where billing is centralized for Service + Rx. In such cases the Pharmacy desk only dispenses, it does not bill.
Display Item Prices after Discount, for Package Bills: If checked on, this preference will display the after discount item price of a Package. The preset discount of the Package will not show on the Bill screen. It also gives you the option to add an additional discount at the Clinic level. For Example, A Package consists of 5 items, each priced at $100. A preset discount of 10% is applicable to the Package. When this Package is Billed, the item price will appear as $90. If the clinic staff want to give a further discount, they can do so by entering the discount in the discount field.
Updated on: 07/06/2023
Thank you!