|
<< Click to Display Table of Contents >> Automated Maintenance Agreement Processing |
  
|
|
<< Click to Display Table of Contents >> Automated Maintenance Agreement Processing |
|
Automated Maintenance Agreement Processing is accessed from the Quick Reports|Process HSP Maintenance Agreements menu item. Automated Maintenance Agreement Processing a powerful feature of HearAid which helps ensure that Client Maintenance Agreements and maintenance payments are collected regularly.
The Toolbar:
•Period sets the date range for Maintenance Expiry Dates to be included for processing. The date range cannot span months i.e. the Period must fall within a single calendar month
•Authorised Person sets the Authorised Person to be used on the generated claimd
•Refresh Query will update the lists in response to a change in the Period
•Process Agreements creates new Maintenance Agreements and covering letters for each client with the New Agreement Pending box un-ticked
|
Use "Overdue" Letter allows you to use the Auto Maintenance Overdue Letter.rtf letter template to generate the cover letter. This means that running Automated Maintenance Claim Processing can be used to follow up clients who have not renewed their maintenance agreement in response to the original letter that was sent out, and their maintenance has expired This option should be selected BEFORE clicking the Process Agreements button if you want to use the alternative letter |
|
The Print List button enables printing of the Auto-Process Agreements list |
The Work Area:
The Automated Maintenance Agreement Process
•Identifies all clients whose Maintenance Agreement is due for renewal within a specified period (defaulting to the current month)
•Clients whose voucher will expire before the claim service date are highlighted in orange. Users have the option of either including or excluding those clients from the renewal process after they click the Process Agreements button
•Generates Maintenance Agreement forms and letters
•Once the Agreements have been created the claim forms and letters are displayed in the Print Preview window. If you choose not to print the Agreements and letters you can repeat the process at a later time; maintenance agreements will not be generated if the Maintenance Agreement Date is later expiry date of the old Agreement (i.e. a maintenance agreement has already been generated and is pending)
It is recommended that users automatically process agreements up to 45 days ahead of the expiry date range e.g. process Agreements that will expire in September, in August. Doing this will help ensure clients have a current Maintenance Agreement when they come to process the Maintenance Items due the following month. You should be sure to install the Hearing Services Program fee update before processing Agreements in the new financial year. HSP usually publishes the updated fee schedule in May each year and HearSoft Pty Ltd provides an update script within a week of the schedule being published.
It is therefore essential to make sure you have downloaded and applied the fee update BEFORE doing the Auto Maintenance Agreement run for July!
