Accounts Aging Administrators only
Details from 3rd-party billing systems can be uploaded into Hugo Systems to evaluate accounts aging and debtors information for patients, after which accounts may be filtered by account number or by specifying patient details in the search area.
Your practice may set a minimum amount that will flag accounts as problematic by updating the Flag account if in excess amount on the company details settings page.
These items will be highlighted in warning and danger colours depending on how long the accounts are overdue.
To view and upload accounts aging information:
- log in with administrator permissions
- in the primary navigation, click Finance
- click Accounts aging
From this page you can:
- upload accounts aging information
- view a list of imported accounts
- send notifications to patients regarding their accounts
Uploading accounts aging information
The information on the accounts aging page must be uploaded to Hugo Systems
We provide a template to work from, which can be downloaded by doing the following:
- navigate to the Accounts Aging page
- click on the dot menu to the right of the page title
- click Import accounts aging
- a dialog will appear - click on the Download template spreadsheet button
- download the spreadsheet once navigated away
Once the spreadsheet has been downloaded and populated with accounts aging information, it can be uploaded via the same dialog
Note that the File Number field in the spreadsheet must match the account number set for the person responsible for the relevant patient via the patient’s profile.
Sending notifications
Notifications can be sent to patients in bulk, or individually.
To send notifications in bulk:
- visit the Accounts Aging page
- scroll down to the list of accounts
- use the checkboxes to select individual accounts, or use the Select all checkbox to select all accounts on the page
- click Bulk ‘Account Overdue’ actions
- click Send WhatsApps or Send emails
If there are no errors with any of the selected accounts, WhatsApps will be scheduled to be sent to the persons responsible for the patient’s account.
To send notifications individually:
- find the relevant account in the list
- click the dot menu to the right of the account
- click Send ‘Account Overdue’ WhatsApp or Send ‘Account Overdue’ email
The status of notifications will be shown below each account.