Export PDF cards end-of-day workflow
Although digital PDF billing cards can be generated and exported after completing a single individual case, the most efficient workflow is to export cards as a batch at the end of a list or day.
Like all Clinical Fox functions, these steps can be performed almost exactly the same on either your mobile devices or on your laptop or desktop via the web app. Because of Clinical Fox’s real-time sync, as long as your devices have an internet connection all your case data will be the same across each device, reflecting the data in the Clinical Fox cloud database.
The most efficient workflow will generally be to capture and enter case data at the bedside using your smartphone, and then complete this end-of-day workflow back on your computer with the Clinical Fox web app. But the choice is always yours!
1. Filter the case list to show only cases needing billing
At end-of-day this is most easily done by filtering to show only Today’s cases. On the home screen tap the menu button in the top-left to reveal the menu drawer. Select Today.
Alternatively, cases can be filtered to only show those that are not invoiced. Tap the filter (star) button to the right of the top menu bar. From the bottom-bar menu that appears, select Not Invoiced to filter on. Now only those cases that you have not yet marked as invoiced will show in the case list.
It’s a good idea to also now do a quick visual check of these completed cases, ensuring stickers, end times and item numbers are present, and your billing instructions are correct.
2. Enter select mode
This can be done by either pressing the select button in the far right of the top app bar, or by long-pressing on any case record on the home screen case list.
Once in select mode, either press the select all button (A) to select all of the cases matching the current filter (up to 100 max) or select individual cases (B) using the checkbox.
3. Export billing card PDFs
After selecting completed cases, they can now be exported as digital PDFs. While still in select mode, tap the menu button (D) and choose either Export as multiple PDFs (E) or Export as single PDF (F).
Exporting as multiple PDFs will generate a single PDF digital billing card for each selected case. In contrast, exporting as a single PDF will join the digital billing cards for each case into a single, multi-page PDF. In both situations, any case attachments that have been marked ‘attach to exports’ will also be embedded in the digital card.
On mobile the generated PDFs will then open in the iOS share sheet, allowing you to email, save to the Files app or open PDFs in other installed apps. On your laptop or desktop when using the Clinical Fox web app PDFs will just download to your Downloads folder. The first time you do this your web browser may require you to approve file downloads from app.clinicalfox.com.
And if you have missed any important item numbers, Clinical Fox will do it’s best to remind you and offer to open the case with the missing information.
4. Submit & finalise your billing
After generating digital billing cards as single or multiple PDF files, you now can finalise your billing with your preferred workflow: upload them to your online billing service, email them to your billing staff, or using the information in each billing PDF, complete invoices yourself using your chosen billing software. In any workflow, saving the billing PDFs in your digital filing system is a good idea for future reference and as a secure backup.
The final step of the Clinical Fox workflow is to mark the exported cases as invoiced, so they then can be easily filtered when you need to finalise your next cases. Once again, ensure you have selected (A or B) all the cases you have just generate billing PDFs for. Then simply tap the mark as invoiced button (C) to set the invoiced checkbox for each case.
And you’re done!
One of the great things about Clinical Fox’s capture and billing-finalisation workflows is that the can be completed asynchronously.
Although batching your billing at the end of the list or day is the most efficient process – allowing you to complete billing for even large lists in only a few minutes – by using filters of the case list and marking cases as invoiced as billing instructions and invoices are submitted, you can complete individual steps for only single cases even if you only have a few spare moments.
Because at it’s core, Clinical Fox is about flexibility and adapting to whatever process works best for you.