Vitals Billing System Documentation

Here is a screen shot showing Vitals' new (as of 10/2019) transactions import template.

The user selects a template which basically starts them off with a spreadsheet with only column headings.  Then the use would enter (or copy in) rows of data.  Then save as CSV.  I am assuming that if the user already has a CSV (i.e. from an export from a feeder system like FullCount for instance), there would be no need for this step.

After upload of the CSV file

After importing the CSV file, the user has this UI available to him to review what was imported, manipulate it if/as necessary and then submit it to bring it the rest of the way into Vitals.  As of 10/24/19, this type of “staging” area for the batch is NOT available when using the API method to send charges into Vitals.  It is only available for the import method of bringing charges into Vitals.  But regardless of the method of getting transactions into Vitals, they can be manipulated.  But that would be one Resident at a time which wouldn’t be super convenient if you needed to review and/or manipulate the whole group of records brought in from the external system.

Screen shot of GL Account Information

This shows the set up of GL Accounts in Vitals.  It should be noted that it is a bit confusing in that the call this “GL Account Information” and the left-most column is called “GL Account Name”.  This is confusing because a given value of the “GL Account Number” (second column) can be use on more than one row (in the above screen shot 00-40200 is used on multiple rows for example).  It seems like this screen should be called “Item Code Information” and the leftmost column should be called “Item Name” or something like that.

Also, even though we don’t have a screen shot for it, there is a screen in Vitals that is used to map integration partner (i.e. FullCount – FullCount is partner ID 10) codes to their “GL Accounts”.  I believe that this mapping is at the community group level (i.e. Discovery Senior Living) as opposed to the individual community level (i.e. Discovery Village at Sandhill).  So we will want to keep that in mind (i.e. may likely need to use the same FullCount “Bill Code” values for all Discovery Senior Living communities).