Tag Archives: Turn In

Lesson #32

Billing – Post Invoices function

Instead of posting invoices one at a time in Turn In, you can save time by posting in batches in Post Invoices. You can also archive the invoices to your repository as you post them.

Finding & reviewing invoices

You can view all unposted invoices or restrict your list to invoices in a specific date range and/or for selected business units. You can include COD invoices in your search. You can also look up individual invoices by job or invoice number.

Invoices in the results grid are color coded by part status — plus you can see at a glance if you didn’t calculate an invoice in Turn In, then calculate it here with the click of a button before posting. You can preview invoices from the list. Other information in the results grid includes:

• Invoice number
• Invoice date
• Invoice amount
• If the invoice is for originals
• If the invoice is COD
• Date sent
• Order.Part number
• Part order date
• Part status
• Business unit
• Patient/witness name
• Staff member who created the part in MR9
• Sold To firm and contact
• Bill To firm and contact

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function MR9 will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Posting & archiving invoices

Post any or all invoices at the same time — and archive them in your repository in the same process if desired. When posting you have the option to send invoices to the clients at the same time. MR9 will automatically open the Send Invoices function with the posted invoices selected. You can choose to email the original or current invoices — or print them for sending via other methods.

Before posting, you can:

• Preview invoices. If you styled the text in invoice messages and third-party direct billing notes (such as bolding text or adding color), your styling will appear on the invoices.
• View any invoice’s details.
• Edit some invoice information, such as the date, message, and insurance/e-billing information.
• Upload/download/manage files in the invoice’s repository.
• Monitor repository activity. See which clients can access a file in the repository, who has downloaded it, and when.
• Look up and make notes in the invoice’s Notes Log.

After posting an invoice, it will appear in Receivables and MR9 financial reports. Once posted, an invoice cannot be deleted.

TL;DR: Save time by posting invoices in batches. You can archive and send them at the same time.

MR9 concepts in this lesson

Bill To Contact/Firm: The contact/firm responsible for paying the invoice for a job.

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Notes Logs: Un-editable internal-use only notes entered either by a user or automatically by MR appear in chronological logs in the database record where they occurred such as an order, part, invoice, or entity.

Sold To Contact/Firm: Contact/Firm that ordered the services on the invoice.

Lesson #31

Finish invoice process started in Turn In

The Billing module is one of the smallest modules in MR9. Its focus is on managing and sending invoices prepared in Turn In. What you can do in this module includes:

• After preparing invoices in Turn In, you can finalize and post them from Turn In or in Billing. The main difference is that you can speed up the process by posting in batches in Billing.
• You can also batch email or print original and current invoices,  and archive original invoices in the repository.
• Billing is where you edit, preview, email, and print COD invoices.
• Transfer invoices between clients when there has been a mistake in addressing the invoice to a client, instead of voiding and re-billing.
• Export invoices in LEDES 98B format for clients who require electronic billing that complies with LEDES standards. 

Billing functions by name

• Post Invoices
• COD Invoices
• Send Invoices
• Transfer Invoices
• Export Invoices
• Send Billing Forms

TL;DR: Use Billing to post and send invoices in batches, plus send COD invoices, correct billing mistakes, and prepare invoices in a LEDES format for electronic billing.

Lesson #24

Production – Shipping function

When clients call to find out where their order is, you don’t have to leave MR9 to check the shipping status. Use the Shipping function to send products via FedEx or UPS, then quickly follow up an order’s current location anytime from within MR9.

You can also use this function to keep track of when and via what other methods you sent records out, and update the status of any shipped part or any other information about the shipping and its related part, order, and contacts.

Use Shipping to:

• Ship out produced service items.
• Print FedEx & UPS shipping labels that automatically include addresses from your MR9 database and your shipping preferences, and are tied to your FedEx/UPS account. If contact information is incorrect you can update it here and MR9 will update the contact’s listing.
• Track UPS & FedEx shipments from inside MR9.
• Note if you used another sending method such as via courier or email.
• Record notes about a shipment.
• Search for shipments using order, order part, or invoice number, shipping date(s), delivery method(s), and/or business unit(s) to quickly locate a shipment to track. You can sort your search results by one or more columns in ascending or descending order. (When you exit the function MR9 will revert back to the default order.)
• Create a new shipment with the same order part information, search subject (Records Of), location, and invoice information as a previous shipment.
• Export the list of shipments to an Excel or CSV file to save, print, share, or use in other applications. (Similarly you can export the witness/service item list from any shipment.)
• Change a part’s status to Shipped. MR9 will automatically alert your billing department that the part is ready to be billed if they do not invoice a part until it has shipped.

Shipping is a stand alone function but you can also access it directly within Turn In when entering service items to be billed.

FedEx/UPS tracking in MR9

When you generate a FedEx or UPS shipping label in MR9 it automatically:

• Enters the receiver’s address, phone number, and email. It will also validate the address before generating the label unless you deselect that option.
• Sets the Ship From address, phone number, and email to the assigned business unit of your company. (You can select a different business unit.)
• Enters your shipping preferences. (You can set up multiple profiles with different preferences and the same or different business unit.)
• Enters the tracking number in the shipment’s record.
• Enters today as the ship date.
• Adds the estimated shipping cost to the shipment’s record in MR9. Estimated Shipping Cost appears in the Shipping function’s results grid and in individual shipping label windows.

When you click the tracking number in MR9 it opens the related delivery service website in your browser and shows the shipment’s current status.

TL;DR: Use the Shipping function to send products via FedEx or UPS, and track an order’s current location without leaving MR9.

MR9 concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately — such as branch offices, other companies you own, affiliates, and profit-sharing operations.

Records Of: Patient name — or witness if this is a subpoena.

Lesson #19

Producing transcripts & more

In the Production module, you turn in order parts, archive records and other files, prepare files and invoices, and send out and track your products.

Production is where you:

• Turn in parts: Enter information about records, attending parties, firms to bill, and services ordered.
• Create invoices and apply billing rates and rush charges, then calculate and post invoices.
• Fulfill client requests.
• Ship out produced service items. Track UPS & FedEx shipments.
• Upload records and related files to the repository.
• Alert clients to files uploaded to their repository on MR Connect.
• Restrict individual parties from accessing specific files in their online repository in MR Connect.
• Generate production sheets to tell staff what service items are needed and how many units to produce.
• Produce labels and envelopes with information from your MR database automatically merged in.
• Archive and manage files in the central repository.

Production functions by name

• Turn In
• Production Sheets
• Envelopes and Labels
• Shipping
• Repository

TL;DR: Production is where you turn in orders, fulfill client requests, prepare invoices, and ship products.

MR9 concepts in this lesson

MR Connect: Online repository, orders, and access to your office for clients and others. More >