Features

TRAVEL REQUESTS / WARRANTS

The Travel Requests / Warrants module allows the travel service (patient services, at the hospital) to input travel requests in the system and generate authorizations (Warrants) required by the suppliers for billing.

  • Create / Edit a Travel Request (Warrant)
    • Create different types of travel :   View Screenshot
      • "Patient" category : Patients, Users, Escorts, Visitors
      • "Employees" category : Business, Holidays, Combined trips, Trips given
      • Other categories : Doctors, Consultants, Board members, and so on.
    • Automatic flight schedule generator   View Screenshot
      • Generates a flight schedule (one way or return) with the given destinations and travel dates
      • Edit the flight schedule manually
    • Auto-calculate fare, taxes and fees   View Screenshot
      • The system selects the correct fare from a fare table, according to the age category and other parameters
      • The system adds all taxes automatically : airport fees and security tax (if applicable), GST and QST
      • Input cost manually
    • Set the reservation status (reservation # and confirmation status)
      •    View Screenshot
    • Generate a Warrant for the supplier
      • Can be either printed or exported to PDF and sent via email
  • Re-invoicing feature : Flag a Travel Request to be re-invoiced to a client or third-party
    • e.g. : doctors who travel for the hospital but for whom the expenses are paid by the RAMQ
  • Cancellations :
    • Cancel a Travel Request / Warrant
    • Cancel the return portion only
    • Extended information on cancellations : a "coupon" is created for each cancellation, which indicates:
      • Name of the user
      • Date and time
      • Reason for cancellation (double booking, client no-show, others.)
  • Extensive search feature with advanced parameters :   View Screenshot
    • By T.R. number
    • By client name or number (Travel Request search combined with Client search)
    • By date (single or range)
    • By traveler type (patient, escort, employee-business, ...)
    • Other criteria: employee number, special characteristics
  • Travel Requests to be completed (shortcut window) – shows requests for which warrants have not been created yet
  • Shortcut feature to create a “Return” request from an existing Travel Request (in cases when one-way ticketing policy is enforced)
  • Set credit card payment instead of regular invoicing for a Travel Request

"Medevac" Travel Requests

This sub-module allows input of travel information in the system when patients and escorts are transported in a Medevac.

  • Create / Edit a Travel request of type "Medevac"
    • Categories : air ambulance, charter, or regular flight (done with regular Travel Request, with "Stretcher option")
  • Cancellations : same options as the regular Travel Request
  • Search parameters for Medevac requests
  • Maintains a coherent travel history for a client (sequence with other Travel Requests)

Extended validations on Travel Requests

  • Coherence between all data input in a Travel Request
    • Travel type vs. accounting codes
    • Accounting chart validation (services / expense codes)
    • Schedule logic
    • Employee account required for "employee" travels
    • Other custom validations possible
  • Validation of Beneficiary eligibility (for patients / MSSS registry)
  • Enforcement of links required between Travel Requests and clients :
    • Escorts : must link to a valid Patient/User Travel Request
    • Employee travels : Dependants must link to their related employee record
  • Prevention of erroneous requests : validation against scheduled requests / location of client