Helix Practice Manager
Copyright Helix Health Ltd
Helix Practice Manager
Guide to Accounts
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011
Email: customersupport@helixhealth.com Web: www.helixhealth.com
Helix Practice Manager
Copyright Helix Health Ltd
This is a guide to setting up and using the accounts module within Helix Practice Manager.
The accounting module is for charging private patients but also allows for billing to groups
or companies to be set up.
This document explains the setups in both the administration section and patient. It then
goes through the steps of adding invoices and receipts to a patient file –
1. Setting up in Administration:
 Setting up 3rd Party Accounts – Garda Medical, Companies etc.
 Setting up Billing Types and Schedules
 Editing invoice and receipt templates
2. Patient Registration:
 Setting up default payment types for patient
 Linking families
3. Patient File:
 Adding in Invoices & Receipts to Patient files (F9)
 Waived Fees & Retention tax
 Credit Card Integration
 Reporting from Accounts
1. Administration Set up
1.1 Billing Types
Before you can begin using the account the price list for the surgery has to be set up. This can be
done in the Administration tab under other settings and Billing types.
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011Email: customersupport@helixhealth.com Web: www.helixhealth.com
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Helix Practice Manager
Copyright Helix Health Ltd
There will be a list of existing fees that are stored in HPM but these will need to be edited to the
surgery fees and new ones may need to be added. To edit an existing fee, select the billing type on
the right hand side of the screen and click Edit or to add a new one click on Add. Either way the
following screen will be displayed.
Not all fields are mandatory, but they are all explained below Title
Code
Default Fee
Billing Category
Default Bill to
Vat Rate
Bill to company
In Inactive
Sequence Number
This is the name / description of the Fee it will appear on receipts and
Invoices
Fees can be coded if required, for example VHI price code or BT (Blood test)
This is the amount that will be entered automatically on the invoice or
receipt. This can be manually changed at time of consultation if required
Billing types can be categorised. There is a separate list in the lists and drop
down section for this to allow the drop down to be filtered
If this option is select then when this billing type is selected in the patient
chart it will always default to a the charging to this type e.g. attending
patient, company, consultant, solicitor, etc (can be useful for insurance
companies )
These are set up in another drop down list and can then be applied to the
charge.
If in the above field choose to default the bill to a company, you can specify
the company here.
If this bill type is no longer needed, deactivate it here.
You can choose the bill type priority in the list here
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011Email: customersupport@helixhealth.com Web: www.helixhealth.com
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Helix Practice Manager
Copyright Helix Health Ltd
1.2 Invoice Schedules
Invoice schedule can be set up if required for special treatments or procedures. First the billing types
need to be set up as above, then they can be linked together in the administration module and in
lists & drops and under the Accounts section there is an option for invoice schedules.
When you add a new one here the following box will be displayed allowing the user to select the
billing types and if required time frames for the dates of the invoices within the schedule.
1.3 Templates
The invoice and receipts can be customised with the surgery headed paper and the layout can be
adjusted to include or remove items that you may want. To ensure the best layout, an option needs
to be turned on the Practice Settings – “Use Models for Accounts”, using the models allows for
more flexibility with the layouts. (Practice Settings can be found in Administration and Other
Settings).
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011Email: customersupport@helixhealth.com Web: www.helixhealth.com
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Copyright Helix Health Ltd
The invoice and receipts can now be edited by selecting the Administration tab and Templates. In
the category select either the invoice or receipt –
Select the “invoice using models” or “receipt using models” depending on which one you want to
edit, then click on Edit and click Edit again. The following will be displayed and the document can be
edited as a normal word document by typing the headed paper or standard text on the document.
As we are in the templates, fields can be added that will be automatically filled in when in a patient
file.
Select the Helix Manager tab and this will display all areas of the patient file. As we are editing a
template for account you can click on the accounts option and fields that are needed for the invoice
and receipt will be here. For example if you want ‘Total Amount Paid’ to appear on the template
then select this field and position it where you want it on the document.
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011Email: customersupport@helixhealth.com Web: www.helixhealth.com
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Copyright Helix Health Ltd
There are also two options in here for Invoices or Receipts that allow the table to be entered into
the layout of the receipt or invoice.
When you select these options a box appears that allows you to select a number of different
columns to appear on the receipt or invoice and can turn on or off the headings or boarders.
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011Email: customersupport@helixhealth.com Web: www.helixhealth.com
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1.4 3rd Party Accounts
HPM allows charges be made to companies or organisations that can pay for the patient’s medical
bills, for example CIE or Gardaí. To set up the companies as a billable account go to the
Administration tab and click on the External Contacts icon. Then click on Add and the following
screen will be displayed, then enter in the details for the company and ensure to tick the box for
“create billable company”.
Once this has been set up you can then assign this to a patient so that all their payments can be
defaulted to be paid by this company, and this is done in the patient file and clicking into the patient
name and address and selecting the accounts tab –
Or it can be done when entering in a charge in the accounts section of the patient file.
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011Email: customersupport@helixhealth.com Web: www.helixhealth.com
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Copyright Helix Health Ltd
2. Patient Registration
2.1 Default billing type
When a patient it registered within HPM, they can have a default payment type set in the
registration area which means that when you go into the patients actual account to generate an
invoice it will default to that payment type, this can be useful for companies like CIE or Garda but the
options that you can choose include –






Attending patient
Company
Insurance
Other Patient
Solicitor
Use default from billing type (as explained in the administration section, this can be set up in
lists & drop down)
Click into the patient file and click on their name and address at the top and it will bring up their
registration screen, and then click into the accounts tab and you will see the following -
A credit limit can also be set in here, if required.
2.2 Linking Families
In the registration area you can also link families, if they have not been done at the time of
registration. This will assist in linking the accounts for younger family members to the head of the
families. Again this is found in the patient chart by clicking on their name and address at the top of
the file and this time selecting the family tab.
To add the patient that you are in to another family that is registered already within HPM click on
the Add “patient name” to Family –
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011Email: customersupport@helixhealth.com Web: www.helixhealth.com
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Helix Practice Manager
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This will bring up the patient search, then select the family you want to join, this will bring in all the
family members that are already set up, if there are any family members missing you can select the
‘add patients to this family’ and select the missing members.
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011Email: customersupport@helixhealth.com Web: www.helixhealth.com
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Helix Practice Manager
Copyright Helix Health Ltd
3. Patient File
3.1 Adding in Invoices & Receipts to Patient files
Invoices and receipts can be added through the patients file by clicking on the Accounts icon and
then clicking Add Invoice or when the file is open by pressing F9 (there is also an accounts button in
the waiting room that will bring you directly to the accounts section).
The following box will be displayed to allow the invoice or charge to be added, depending on what
you have set up in the previous steps, some of the options or boxes will automatically be filled in. if
the charge needs to be altered click on the billing type drop down to select the correct charge, also
this is where the “Bill to” can be decided if the attending patient is not paying then it should be
changed at this stage (note: if you have set up the charge to default to a company or the patient bills
to be paid by a company then this will already be updated).
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011Email: customersupport@helixhealth.com Web: www.helixhealth.com
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Helix Practice Manager
Copyright Helix Health Ltd
The Add button should only be used if an additional charge needs to be assigned to the patient (e.g.
a consultation and an ECG and they are 2 separate billing types).
If the patient is not saying at the time, just click on ok and this will enter an invoice to the file
however if the patient is paying then click “Pay now>>”
This will display the receipt details, as shown below –
On this screen the payment type must be decided by selecting the drop down. If a patient is not
paying the full amount then the amount box can be alter. Also if it is decided that the patient will not
have to pay the remaining about then the remainder can be entered into the waived box.
There is an option here to apply retention tax, this is only used for payment by insurance companies
who only pay the amount excluding the retention tax (this rate is set up in the system at the current
rate of 20% but can be changed in the practice settings if needed).
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011Email: customersupport@helixhealth.com Web: www.helixhealth.com
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Helix Practice Manager
Copyright Helix Health Ltd
3.2 Credit Card Integration
In partnership with Verifone (http://www.verifone.com/ ), credit card payments can be integrated
into HPM. If you are setup with one of their terminals and you select Laser or Credit Card when
paying an invoice it will default to payment through the terminal (if this is selected in Machine
Configuration). To use simply use the Pay Now button as normal and the following screen will
appear.
Click on Process Transaction once you have checked the amount etc. The system will then print the
usual terminal receipt and the receipt from HPM.
NOTE: You must have your system configured by Helix Health and ensure that your terminal is
supplied by Verifone to use this module
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011Email: customersupport@helixhealth.com Web: www.helixhealth.com
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3.3 Reporting from Accounts
Some basic accounts reports can be run from the system and they can be found in the Reports tab
and in the Accounts icon.
To add a new one click on Add and the following will be displayed –
This give the option to run invoice or receipts reports only or you can choose to view statements for
the chosen period of time.
There are more detailed accounts reports in the Ad Hoc reports module.
Helix Health Limited, 3094 Lake Drive, CityWest Business Campus, Dublin 24, Ireland
Tel: +353-1-4633099 Fax: +353-1-4633011Email: customersupport@helixhealth.com Web: www.helixhealth.com
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