OpenPiMS v9.2.0

Better organisation and simpler day-to-day management

OpemnPiMS v9.2.0 introduces a new way to manage patient charges, payments and balances, alongside improvements to appointment billing, examination rooms, inventory storage, patient file uploads, video consultations and Iris.

These notes explain what has changed and how to use the updated features. Availability depends on your organisation’s configuration, enabled services and user permissions.

1. Patient accounts

Each patient now has a single financial account that brings together their charges, payments, refunds and available credit.

Recording a payment and issuing the corresponding receipt are separate actions. This allows you to follow the patient’s transactions and overall balance across appointments, while continuing to issue invoices and receipts.

Payments can remain on the account as available credit and be applied to an appointment when needed.

View a patient’s account

1. Open Patients and select the patient.

2. Select Account statement.

3. Review the balance and transaction history.

Each transaction shows its date, charge or payment, notes and an appointment reference where applicable.

The balance is labelled according to the patient’s position:

• Amount owed: the patient has an outstanding balance.

• Credit on account: money is available to use towards appointments.

• Account balance: the balance is zero.

If the patient has prepaid credit, the Prepaid credit on account notice on their record also provides access to the statement.

Access to the statement and its available actions depends on your permissions for appointments and billing.

Record a payment on the account

Use this option to record a payment without allocating it immediately to a particular appointment.

1. Open Account statement and select Add Payment.

2. Under Add Payments, check the date. Today’s date is selected automatically.

3. Choose the payment method and enter the amount.

4. Complete Notes.

5. Select Add Payments.

The payment appears on the patient’s account.

When you add a payment from this window, Allow overpayment is selected automatically and Notes is mandatory.

Appointment statements and insurance billing are available from the appointment’s own Payments window.

Issue a receipt for an account payment

Receipts are available for eligible payments. A suitable billing profile must be configured before a receipt can be issued.

1. In Account statement, open the payment row’s actions.

2. Select Create receipt.

3. Check the amount and the preselected billing profile. Choose another eligible profile if required.

4. Select Issue receipt.

5. Use Print or Email under Actions to provide a copy.

Apply account credit to an appointment

1. Open the appointment and select Payments.

2. Under Account credit, select Apply to this appointment.

3. Enter the amount to apply.

4. Confirm the allocation.

This option appears when the patient has available credit and the appointment has an outstanding balance. The amount cannot exceed either the credit available or the appointment’s balance due.

Once applied, the appointment’s outstanding balance is reduced.

Return allocated credit to the account

1. Open Account statement.

2. Find the row showing the credit allocation.

3. Select Return to account credit and confirm.

The amount becomes available on the patient’s account again. The appointment’s unpaid balance is restored, and the unpaid-items warning reappears where applicable.

Reverse a charge

Use Reverse charge when a charge needs to be reversed.

If a payment has already been received against that charge, the amount paid is returned to the patient’s available account credit. It can then be used towards a new invoice or refunded.

Reversing a charge does not automatically cancel the related invoice or refund money to the patient. These are separate actions.

Refund a payment

The Refund action is available against payment entries.

Open the relevant payment’s actions in Account statement, select Refund and follow the confirmation process.

Once the payment is refunded, the related invoice status changes from Paid to Refunded.

2. Appointment payments and documents

The appointment Payments window displays the visit’s charges, payment history and remaining balance. It also provides access to receipts, appointment statements and insurance billing.

To open it:

• Select an appointment and choose Payments; or

• Use Add Payment from the Worklist beside the calendar.

Switch between appointments

You can change the appointment being managed without leaving the Payments window.

Under Add Payments, use the Apply to dropdown to select the relevant appointment. Check this selection before recording a payment or reviewing its receipts.

Record a payment for a visit

1. Open the appointment’s Payments window.

2. Review the charges and balance due.

3. Under Add Payments, check the date. Today’s date is selected automatically.

4. Choose the payment method.

5. Check or adjust the amount, which initially matches the balance due.

6. Select Add Payments.

The payment is added to the history, and Create receipt and Refund become available.

After you create the receipt, Print and Email replace Create receipt.

Print, download or email an appointment statement

An appointment statement summarises the visit and its balance due.

1. Open Payments from the appointment.

2. Select Print Appointment Statement, Email Appointment Statement or Download Appointment Statement.

3. To view an earlier copy, open Previously sent statements.

Copies generated by printing, downloading or emailing are retained. Later statements do not overwrite them.

Emailed statements use the patient’s appointment statement message.

Issue an insurance invoice

The Bill insurance action appears when the appointment includes insured amounts and an insurance invoice has not already been issued.

Before using it:

• Record the patient’s insurance and insurance contact on their profile.

• Enter the insured amounts in the Service table during booking.

To issue the invoice:

1. Open the appointment’s Payments window.

2. Select Bill insurance.

3. Complete the Bill Insurance window for the insurer.

4. Once issued, find the document number and insurer under Insurance invoice.

5. Use Print Insurance invoice or Email Insurance invoice as required.

A second insurance invoice cannot be created for the same appointment.

Where Healthcode is enabled, Send to Healthcode is available for an invoice that has not already been submitted.

3. Invoices and receipts

Invoices can now be linked to a specific appointment, and saved drafts can be finalised directly from the billing overview.

Link an invoice to an appointment

1. Open Billing → Create invoice.

2. Choose the patient. If you are invoicing another recipient, select that recipient and use Re Patient to link the patient.

3. Under Appointment, select the relevant visit. Each option shows its date, appointment reference and service.

4. Leave Select unchanged if the invoice should not be linked to an appointment.

5. Complete the invoice.

6. Select Issue Invoice or Save as draft.

When you select an appointment, the invoice is saved with that link and the appointment reference is included in its notes.

The appointment list is also available when the patient has been opened from a link.

Finalise a draft invoice

1. Open Billing → Overview.

2. Find the draft invoice.

3. Open Actions and select Finalise.

4. Check the resulting invoice status.

Most payment methods produce an Active invoice. Online payment and credit methods produce an Outstanding invoice.

Once finalised, the invoice is no longer a draft and the usual invoice actions replace Finalise.

Changes to payment methods

The following methods are no longer available for new payments:

• Appointment on credit

• Finance

• Included in Care Package

• Paid at Other Location

Historical payments continue to display the method originally recorded.

Invoice status and payment methods

Selecting a payment method no longer generally changes the invoice status automatically. Outstanding and online-payment handling remain exceptions, and the finalisation rules above still apply.

Check the status when issuing or finalising an invoice.

The Decouple invoice status from payment method control has been removed.

Payment methods on receipts

Receipts display the payment method. The method shown reflects the latest payment recorded against the invoice.

For receipts relating to the use of account credit, the payment method is displayed as a dash -.

4. Locations and examination rooms

You can configure examination rooms for each location and select a room when booking an appointment.

Locations also support optional short names of up to 16 characters.

Add examination rooms

1. Open Admin → Organisation → Locations.

2. Select Add location, or open an existing location.

3. Enter a Short name if required.

4. Save a new location before adding rooms or storage places.

5. Under Examination rooms, select the add button.

6. Enter the Examination room name and select Save.

7. Repeat for any additional rooms.

Use Deactivate to stop offering a room for booking. Select Activate to make it available again.

Choose a room when booking

1. Start a new appointment from Appointments, or select Add → Appointment on the patient record.

2. Choose the clinician and location.

3. Under Examination room, select an active room or leave the appointment Unassigned.

4. Select Reserve slot to hold the time or Confirm booking to confirm the appointment.

If the room is already booked, Room is already booked displays the conflicting times. You can choose another room or time, or continue with the booking where appropriate.

Room clashes generate a warning; they do not block the booking.

If a location has no examination rooms, you can still save the appointment.

5. Inventory storage places

Named storage places identify where products are kept within each location.

Add a storage place

1. Open Admin → Organisation → Locations.

2. Open the saved location.

3. Under Assign places for Inventory Storage, select the add button.

4. Enter the Storage place name.

5. Select Save.

Assign a product to a storage place

1. Open Inventory → Overview and select the product.

2. Choose its Location.

3. Under Storage Location, select a storage place for that location.

4. Save the product.

The Storage Location field becomes available once a location has been selected. The chosen storage place is also displayed in the product list.

6. Patient file uploads

Staff can upload files from their computer or invite a patient to upload files from their phone.

When adding multiple files, you can classify them individually or save them together as one document.

Open the upload page

1. Open the patient record under Patients.

2. Open the lightning menu beside Add.

3. Select Upload File.

The Upload patient files page opens.

Upload files from your computer

Computer uploads support PDF files, Word documents and images, with a limit of 20 MB per file.

1. Select Choose Files in the upload area, or drag files onto it.

2. If you have selected multiple files, choose Classify individually or Save together under How should these files be saved?

3. Enter the document type and the other requested details.

4. Set the document type and date before marking a file as reviewed.

5. For images, confirm the orientation when prompted.

6. Select Save documents separately or Save as one document, according to your chosen option.

The saved documents appear on the patient record.

Receive files from a patient’s phone

1. On the upload page, find Using a linked device.

2. Ask the patient to scan the QR code, or send the upload link using Send email or Send SMS.

3. Check Time remaining to see how long the link remains valid.

4. Use New QR to start another code or Refresh QR to refresh the current one.

5. Use Copy link or Send again if needed.

6. When files arrive, select Review files.

7. Review and classify the files, then save those that should be added to the record. Remove any that should not be retained.

Files uploaded from a phone are not added to the patient record until staff review and save them.

Selecting Dismiss for now closes the reminder without saving the files.

7. Video consultation backgrounds

During a video consultation, you can blur your background or replace it with an image.

Telemedicine must be enabled on the service.

Change your background

1. Join the consultation in the usual way.

2. Open Background.

3. Choose Blur, a clinic image or My image… to upload your own image.

4. Select None to return to your normal camera view.

Custom images must be under 10 MB.

Your selected background applies for the rest of the call. If the device or browser cannot start the effect, a message explains this and the consultation continues without it.

8. Retry Iris transcription without recording again

If Iris cannot complete the conversion of speech to text, you can retry using the saved recording, provided it is available for reprocessing.

This applies to examination notes and correspondence where Iris transcription is enabled.

Retry a saved recording

1. Start transcription as usual.

2. If transcription fails after the audio has been saved, follow the message about saving the draft and retrying.

3. Select Retry transcription.

Iris processes the saved recording again, without requiring a new recording.

If the audio cannot be reused, Iris displays The saved recording cannot be retried.

9. Other improvements

An unrecognised page address now opens the not-found page instead of a broken screen.

Additional improvements to billing, room booking and Iris are described alongside their relevant workflows above.

Need help?

If you have a question or notice a problem, contact our support team with a description of what happened and where in the application it occurred.

Email: Support@mdit.uk
Help Desk: support.mdit.uk

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