If you provide clinic services, you can create an invoice for any service the clinic offers.  If a customer arrives for drug testing, you can record the collection and the results, if it’s an instant test, and create an invoice, if the service is a self-pay, i.e., the individual is paying for their own test.  If other services are provided in the same visit, you can add additional services to the invoice once the collection is recorded.

If the fee for services is paid by the employer, an invoice doesn’t need to be created at the time of the collection.  The fee for the drug/alcohol test will be added automatically to the employer’s invoice the next time an invoice is generated for the account that represents the employer in your database; all test results and collections are automatically invoiced.  If you charge for an observed collection, be to check the box in the collection module to indicate the sample was an observed collection.  For the observation fee to automatically get included in the invoice for the employer, be sure your list of services includes the observation fee, and be sure the clinic is designated as a Service Center. Services and Clinics are managed under Other Data. If you’re providing additional services, you can add the fees for the services as pending line items.  All pending line items are added to the employer’s invoice the next time an invoice is generated for the employer.

To enter a collection into the database, from any of the main application pages, click the beaker icon, seen on the left. This action will open the collection module. You can also click the Home icon to navigate to the Home page and choose the option: Enter a Specimen Collection for Analytics and Reporting

How to Create an Invoice for Services that DO NOT include Drug/Alcohol Testing:

If you need to create an invoice for a specific individual, for services that do not include drug/alcohol related testing, click the Home icon, from any of the main application pages, and choose the feature: Invoice a Service for Self-Pay or Account Invoicing

This option will allow you to create an invoice for a self-pay customer or add line items as pending charges that get added to the employer’s invoice next time invoices are generated.  This module creates invoices or line items specific to the individual and the services provided.  If the services are not specific to an individual, there are other places in the application where you can add line items to get invoiced later. This module is used only if the fees are specific to services provided to an individual: physicals, medical exams, respirator fits, functional testing, etc.

This module requires the user to be associated with one or more clinics in the database.

To assign clinics to the user:
From any of the main application pages, click the Account menu.
On the Account page, click the feature: User Management.
On the User Management page, click the Assign icon , under the column titled Clinics, on the line that identifies the user.
When the Assignment module opens, click the green plus sign icon to search for and associate a clinic with the user.

Manage Invoices for an Employer Account:
To manage invoices, search for the Employer Account and click its Client-Mgt icon from the line that represents the account as shown in the screenshot below:

When the Client-Mgt module opens, click the button Acct.Services and choose one of the Invoice features shown below:

Invoice Options allows the user to set some miscellaneous invoice attributes. For Clients with multiple accounts, you can choose to have a single invoice generated for all the accounts or separate invoices for each account, which is the default.

The other features, Invoice and Invoice Line Items, open the same module, however, each one opens the page with a different section upon initialization, and the user can navigate to the other sections after it’s opened.  The feature allows the user to choose from the list of services and create line items that get added to an invoice when the invoice is generated.  The user can also manually enter a line item if a service doesn’t exist for a specific fee that needs to be invoiced.

A Test Result record reports the results of a drug and an alcohol test.

There are three editors you can use to enter a drug/alcohol test:

• Quick Results
• Full Result Editor
• Collection Module

Each editor allows the user to easily enter the personal demographics for a new subject or find an existing subject who is already in the database. With the Full Result Editor and the Collection Module you can also find existing test results for editing if you need to make modifications or create new test results for reporting.

Quick Result Editor (QRE): To use the Quick Result Editor, search for a customer account into which the result will be saved.  When you find the customer account, click the account’s drug/alcohol icon (shown on the right)  to open the editor.  The QRE has most of the data components to completely specify a test result presented on a page where the user starts at the top and scrolls to the bottom to complete the data required for the report. The page shows how many test subjects (employees, drivers, patients, etc.) are currently in the account.  The user can list all subjects in the account and choose the one needed, or easily search to find the person who is the subject of the test.  It the subject doesn’t yet exist in the account, their personal demographics can be entered along with the testing information.  If the user manually enters a new test subject and the person already exists in the account, then the user alerted and can continue with the person identified. From there, the user can enter the rest of the test result data and save it by clicking the Save button at the bottom of the page.

Full Result Editor (FRE): At the top of any of the main application pages, to open the Full Result Editor, click the edit icon (shown on the right ).  Using this editor, the user can search for an existing test result that might need to be modified, or create a new test result for a subject who has submitted a sample for drug/alcohol testing.  The options to find an existing test result or create a new result are accessed using buttons on the left side of the page. The image below is a screenshot of a portion of the result editor when it opens:

By default the editor opens so the user can find existing tests by Name, ID, CCF, Test-ID (database record no.), etc.  Click the button titled Existing Person to find someone to create a new test result record.  Click the button titled New Person and add a new personnel record and create a test result.

Collection Module: To create a test result record for a collection conducted by your clinic, click the Home icon at the top of any of the main application pages.

On the Home page, click the option Enter a Specimen Collection for Analytics and Reporting. Using this module, the user can open an existing record, create a new collection record for an existing subject (a person who is the subject of a test) or enter a new subject for the collection. The user can enter a drug & alcohol record that is a collection only: no results are recorded: the user simply checks a box to indicate the drug/alcohol record is collection only. The user can also select a Panel for an instant test and complete the results for each substance the instant test detects.  When the collection is saved the user can create an invoice if the test is a self-paid test; i.e., the subject is paying for their own test.

The collection has a drop-down list of clinics so the user can specify the clinic where the collection is performed.  The subscriber’s database may have hundreds of clinics listed, however, the only clinics that appear in the drop-down are the clinics assigned to the user performing the data-entry.

To assign clinics to the user:
From any of the main application pages, click the Account menu.
On the Account page, click the feature: User Management.
On the User Management page, under the column titled Clinics, click the Assign icon on the line that identifies the user.
When the Assignment module opens, click the green plus sign icon to search for and associate a clinic with the user.