Day 3 Contents

    DAY 3

    Gentu: Creating a Quote (IFC)

    Add Quote in Gentu

    Informed Financial Consent

    This is a critical step before any procedure.

    1. In the patient's file, click Add > Quote.
    2. Select the Account Type (e.g., Health Fund, Self-Funded).
    3. Enter the item numbers for the planned procedure.
    4. Apply any gap fee as per the doctor's instructions.
    5. The patient must sign and return this quote before their procedure.

    DAY 3

    Gentu: Converting a Quote to an Invoice

    Post-Procedure Billing

    This is done after the procedure is complete.

    1. Find the quote in the patient's Account tab.
    2. Click the Invoice button to convert it.
    3. Crucially, update the item numbers based on the surgeon's final operation record.
    4. Set the Service Date to the date of the procedure.
    5. Apply any deposit the patient has already paid.
    6. Click Claim to submit the invoice electronically.
    Convert quote to invoice

    DAY 3

    Financial Admin: Beyond the Invoice

    Proactive Follow-ups

    A key part of the financial cycle is ensuring payment is received.

    • Systematically follow up on all unpaid patient accounts.
    • Liaise directly with Private Health Insurers (PHI) and other insurers to resolve billing issues and rejections.

    Account Reconciliation

    Accuracy is essential. You will be responsible for:

    • Reconciling accounts within Gentu.
    • Analyzing reports to identify and correct any errors or inconsistencies in billing and payments.

    DAY 3

    Introduction to the Zento Operational Framework

    Our "One Team" approach requires seamless integration between the virtual and in-person teams.

    Two Teams, One System

    Our model has two parts: the virtual Zento Core Admin service (your team) and the optional In-Person Clinic Support in Australia. For the system to work, both teams must follow the Zento Operational Framework.

    Your Role vs. The In-Person Role

    You (Core Admin) are responsible for all data entry, scheduling, billing, and formal communication. You own the patient's administrative journey.

    The In-Person staff member is your 'eyes and ears' on the ground, responsible for greeting patients, taking payments, and scanning documents for you to process.

    The Handover is Key: All communication and tasks must flow through our shared systems (Gentu, Slack) to ensure a seamless patient experience.

    DAY 3

    Live Training Practice

    Hands-on Practice

    This part of the training will be guided by your trainers. You will now begin working with your team on real-world scenarios within Gentu and Slack to put your new knowledge into practice.

    Don't be afraid to ask questions!

    DAY 3

    Knowledge Check

    1. What document must a patient sign and return before a procedure can go ahead?

    The Invoice
    The Referral Letter
    The Quote (Informed Financial Consent)
    The Appointment Confirmation

    2. When do you convert a quote to an invoice?

    On the day of the procedure, before it starts
    After the procedure is complete and you have the final operation record
    As soon as the patient signs the quote (IFC)
    When the patient pays their deposit
    Zento Logo

    Training Complete!

    Congratulations on completing the initial overview.

    You now have a solid foundation of our processes, culture, and tools. The next step is hands-on, practical training with your senior team members.

    We are thrilled to have you on the team!

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    Day 3 Contents