Finance Agency Management

Agency Management

Introduction

Agencies are intermediary partners that direct patients to the hospital — booking agents for channelling, corporate clients, travel health agencies, and similar referral bodies. Agency management covers setup, commission or fee configuration, and tracking payments owed to or received from agencies.

Navigation

Main Menu → Administration → Agencies OR Main Menu → Finance → Agency Payments

Setting Up an Agency

1. Navigate to Administration → Agencies.
2. Click New Agency.
3. Fill in:
   • Agency Name — trading name
   • Code — short code for selection at billing
   • Contact Details — address, phone, email, billing contact
   • Commission Type — Fixed fee per referral, or percentage of bill
   • Default Commission Rate — amount or percentage
4. Save.

Agency Payment Methods

The PaymentMethod.Agent and PaymentMethod.OnlineBookingAgent values identify agency-collected payments in bills. When a patient is billed through an agency:

• The agency payment method is selected at billing.
• The amount is recorded as owed to/from the agency.
• The patient's bill is still generated; the agency settles with the hospital separately.

Channelling Agents

Channelling agents book appointments on behalf of patients and collect fees from patients directly:

1. When booking a channel session, the Agent is selected on the appointment.
2. The channel fee is attributed to the agent.
3. The agent settles with the hospital at agreed intervals (daily, weekly).

See Channelling Overview for appointment booking details.

Recording Agency Payments

When the agency settles its balance with the hospital:

1. Navigate to Finance → Agency Payments.
2. Select the agency.
3. Enter the settlement period and amount received.
4. Match against outstanding bookings/bills.
5. Click Save. The agency balance is updated.

Agency Commission Payments

If the hospital pays the agency a commission:

1. Navigate to Agency → Commission Payment.
2. Select the agency and period.
3. Review the commission due (calculated from referred bills).
4. Record the payment (cheque, bank transfer).
5. Print the payment voucher.

Agency Statement

1. Open the agency record.
2. Navigate to the Statement tab.
3. Set the date range.
4. The statement shows: referral date, patient/appointment, amount billed, commission due, settlement status.
5. Export to Excel for reconciliation.

Technical Reference

Item	Detail
PaymentMethod	Agent, OnlineBookingAgent in PaymentMethod enum
FeeType	Referral in FeeType enum for referral commissions
Entity	Agency or institution-level partner entity
Channel integration	Agent selected on channel appointment booking