The Arrive, Bill, and Collect Workflow

Once your client arrives, you can manage the entire appointment from the Calendar using CaseRM’s Arrive, Bill, and Collect (ABC) workflow. ABC moves an appointment through three steps:

1. Arrive – Mark the client as arrived and add any linked billing items to the Case File.
2. Bill – Review the charges and create the invoice.
3. Collect – Record the payment and complete the billing process.

Here’s how each step works.

1. Arrive

When your client arrives for their appointment:

1. Open the Calendar.
2. Select the appointment.
3. Change the appointment status to Arrived.
4. If the Session has linked billing items, CaseRM will ask if you want to add the charges to the Case File. Select Yes to add them.

CaseRM adds the charges to the Case File as unbilled charges and updates the Treatment Plan balance.

Note: You can still make changes to the charges later — for example, changing the quantity or adding another charge before billing.

2. Bill

Once the appointment is in Arrived status, you can create the invoice.

1. Click Bill.
2. Review the unbilled charges.
3. Click Preview and apply.
4. Select the charges you want to include on the invoice, or select Select all items.
5. Click Apply.
6. Click Save.

Your invoice is now created. From the invoice, you can print, download, edit, delete, or email it as needed.

3. Collect

After the invoice is created, you can record the client’s payment.

1. Click Pay.
2. Review the invoice.
3. Enter the Applied amount.
4. Select the Payment method.
5. Confirm the Deposit to account.
6. Add a Reference number or memo if needed.
7. Click Save.

Your Arrive, Bill, and Collect workflow is now complete.