Schedule email reminders to be sent as an invoice approaches the due date and when an invoice becomes overdue by a specific number of days.
Enabling Automatic Invoice Reminders
Select Add Email Reminder to begin the process.
Note that you can create as many invoice reminders as you require. For example, you may create reminders for:
Invoice due in 1 day
Invoice overdue by 7 days
Invoice overdue by 14 days
Invoice overdue by 21 days
Repeat the steps below as many times as required.
General Invoice Reminder Settings
When setting up invoice reminders, you'll need to configure the following settings:
Name - Enter a name for your reminder - e.g. Private invoice due in 1 day
Time to send - Choose whether to send if an invoice is overdue by or due in a specific number of days, as well as the time the email reminder should be sent.
Do not send if the owing amount is less than - If the amount owing on an invoice is less than a certain value, reminders won't be sent.
Reply Email Address - The sender email and reply email address for the email reminder.
Default Template and Template Overrides
Choose your Default Email Reminder template that covers the vast majority of invoicing scenarios.
You can also add overrides to send reminders using different email templates for specific Businesses, Fee Categories, and Payers.
Select Add to configure email template overrides.
Template overrides only apply if all items on the invoice match the Fee Category overrides. In Third-Party Payer invoicing scenarios, it's possible for invoices to contain items for different Fee Categories. If the invoice contains items with different Fee Categories, the Default Email Reminder Template will be used.
Invoice Merge Fields
When creating your invoice templates, you can use merge fields from the invoice menu to populate key information like due dates, invoice numbers and outstanding amounts.
Invoice Online Payment Links allow you to send patients an email or SMS with a link to pay their invoice online with Visa, Mastercard, Apple Pay and Google Pay. It's also possible to display an optional QR code on the invoice for the patient to scan to pay their invoice online.
Once a patient clicks an invoice link, they will see an itemised invoice and the option to pay with a debit card or credit card powered by Tyro Health Online. Once paid, they will be able to view and download their receipt.
Once paid, the invoice will automatically be paid off in PracSuite without needing to manually reconcile the payment.
Invoice Reminder Exclusions
If invoice reminders should not be sent in certain scenarios, you have the option to exclude invoice reminders from being sent for specific Businesses, Practitioners, Payers and Fee Categories.
Exclusions will apply if any items on the invoice match the exclusion conditions. For example, if you have an invoice with multiple practitioners and one practitioner is on the exclusions list, no reminders will be sent for that invoice.
Once you're happy with your reminder preferences, select Save to finalise your changes.
When you're ready, you can enable the top-level switch 'Automatically Send Email Reminders'.
Disabling Invoice Reminders for a Patient or Payer
It's possible to disable invoice reminders at a patient account level. From the Accounts tab, uncheck 'send invoice reminders'. You may need to repeat this if a patient has multiple accounts.
Third-party payers will also have the same settings on the Accounts tab of the payer file, though you can also add them to the exclusions list as outlined above.
Default Invoice Reminder Preferences
You can configure the default invoice reminder preference for new patient accounts in Settings > General > Patient Defaults.
Select a Default Account and review the invoice reminder preference.
After reviewing the invoice reminder preference, you can update existing patient accounts.
You can confirm the default invoice reminder preference for new payers in Settings > General > Payer Defaults.
