How to follow up on outstanding accounts

Our Aged Debtors feature is now your portal for all outstanding accounts. This feature allows you to generate a report of all outstanding accounts, communicate with your patients and track your follow up workflow. In this article, we'll go through:

1. Overview
2. How to generate a report
3. Completing the next follow up
4. Applying a payment to an outstanding invoice
5. Sending bulk communications
6. Sending single communications
7. Tracking your follow up workflow

Here's how to do it.

Overview

The Aged Debtors feature has been developed to be all-inclusive and to allow you to do everything related to debt collection. You can come here to generate your outstanding accounts report, and manage, update and finalise each account. Each section in this article will start from the Aged Debtors report.

1. Click on Marketing and then click Debtors.
   

How to generate a report

1. Select a location (a) and click on Run Report.
   
   
   
   
2. Customise the results with filters:
   
   a) Stages: filter the report to focus on outstanding accounts in a certain stage of follow up.
   b) Bad Debt: filter the report to exclude or include any accounts marked as bad debt.
   
   
   c) Status: filter the report based on whether an invoice is active or has been paused/stopped.
   d) Balance: search for accounts within a chosen amount range.
   e) Date: search for accounts within a chosen date range.
   
   
3. Click on Run Report again to apply any filters.

Completing the next follow up

1. Click on the invoice that you wish to follow up.
   
   You can click anywhere on that row besides the invoice number.
   
   
   
2. Click on Complete from the "Invoice" section.
   
   
   You can also click on Complete for the next stage in the "Follow-Up" section.
   
   
   
   
3. Click on Send Now after composing an "Email" or "SMS" follow up.
   
   Click on Complete after composing a "Call" or "Demand Letter" follow up.

Applying a payment to an outstanding invoice

1. Click on the invoice number of the invoice that you would like to apply payment.
   
   
   
   
2. Click on Enter Payment to navigate to the "Make a Payment" screen.
   Click on View Claim (a) in order to quickly see the claim details.
   
   
   
3. Apply the payment in the normal fashion.
   

Sending bulk communications

1. Click on the check box of all invoices that you wish to send a communication to.
   
   
   
   
2. Select your communication method.
   
   
   
   
3. Click on Send Now to send the SMS to all recipients in the "To" field.
   
   The area of the SMS which has "$overdueDebt$" will be replaced with the invoice number which corresponds to each recipient.

Sending single communications

1. Click on the invoice that you wish to follow up.
   
   You can click anywhere on that row besides the invoice number
   
   
   
2. Click on Contacts (on the right) and then select your communication method.
   
   In the example above, I will be sending an SMS.
   
   
   
3. Click on Send Now after composing your chosen reminder.

Tracking your follow up workflow

1. Click on the invoice that you wish to follow up.
   
   You can click anywhere on that row besides the invoice number
   
   
   
2. Click on Audit logs (on the right) to track the follow ups.