Initial Setup

There are three initial setup steps as follows:  (You'll only have to do these once.)

(1) Setting up Locations (Only applicable if you have more than one location)

(2) Adding Insurers

(3) Adding Provider Numbers for Specific Diaries

(1) Set up Locations

 (Only applicable if you have more than one location.)

  1. Go to Setup > Configuration >  Locations
  2. Click "Add Location" and enter the location name and address.
  3. Click "Save".


(2) Adding Insurers

  1. Go to Setup > Custom Lists
  2. Select 'Insurers'
  3. Click "Add Insurers".
  4. Enter the Insurer Name (ie BUPA) and Type (ie Private Health).
  5. Tick "Show on Invoice" if you would like the insurer to be visible on invoices when emailed or printed.
  6. Enter the text you would like written on the invoice to accompany the provider number (i.e BUPA Provider Number: ). The actual provider number will be configured in a later step.
  7. Click "Save".

(3) Adding Providers Number for Specific Diaries

  1. Go to Setup > Diaries.
  2. Select the diary
  3. Access the 'Insurers' section.
  4. Click "Add Diary Insurers".
  5. Select the Insurer (as set up in Step 2) or click "Add" to create a new Insurer.
  6. Enter the provider number and select whether this is for a specific location or for "All" locations.
  7. Tick "Default for new clients" If you would like this insurer to automatically be assigned to new clients.
  8. Click "Save".

Selecting the Insurer for the client

You can view, add or edit the client's selected insurer by going into the Client Record as follows: 

  1. Access the Client Details page
  2. Go to Billing > Insurance
  3. Any existing insurers will show in this table and can be edited. To add a new insurance, click "Add Insurance".

The Default Insurer for the client will be the default insurer that appears on the client new invoices.

To add or remove an insurer from a clients invoice:

  1. For an existing invoice go to the editing invoice page (Right Click on appointment and select "Edit Invoice" or click on appointment and follow the 'Edit' link next to 'Invoice Total').
  2. In the 'Invoice To' section, it will have the Insurers for the invoice listed
  3. To Add an insurer click "Add Another Insurer" and then select the insurer from the drop down box.
  4. To remove an existing insurer from the invoice click the 'X' symbol next to the listed insurer.