From your first sign-in to a running collections operation, in nine steps.
Click “Request access” on the sign-in page and register with your work email. New accounts start inactive — a Credit & Collections administrator activates you and assigns your role on the Users page. (The very first account on the system becomes the Super Administrator automatically.)
Sign-in page → Request access
Register members and group accounts one at a time with the New Account form, or bulk-load them with the Imports wizard (Excel/CSV). Each account holds the member details, plan, premium, billing cycle and contact channels (email, mobile, Viber) that reminders are sent to.
Accounts → New Account, or Imports → Accounts
Each billing period a member owes is one receivable: billing period, invoice number, amount and due date. Statuses (Not Yet Due, Due Soon, Due Today, Overdue…) are computed from the due date in Manila time. Bulk-load historical balances via Imports → Receivables.
Receivables → New Receivable, or Imports → Receivables
The default schedule sends reminders 30/15/5 days before due, on the due date, and 5/15/30 days after. Adjust the days, channel (email/SMS/Viber) and approval requirement per stage, and edit the wording of all 11 notice templates with merge fields like {member_name} and {amount_due}. No code changes needed.
Automated Notices → Reminder Schedule / Templates
Click “Generate notices” to scan every open receivable and queue the applicable notice for its current stage — duplicates are prevented automatically. Review the queue (cancel anything you don’t want), then click “Send queued notices”. Every send is archived in the Sent Log and on the account’s communication timeline. Note: until Email/SMS/Viber providers are configured in Settings, sends are recorded in mock mode and no real message leaves the system.
Automated Notices → Generate / Send
When a member pays, post the payment (or bulk-upload via Imports → Payments). The amount is allocated to open receivables oldest-first; fully settled receivables flip to Paid and their pending reminders are cancelled automatically. Partial payments are acknowledged and reminders continue on the balance.
Payments → Post Payment
Apply Grace Period, Temporary or Permanent Suspension from an account’s page when payment isn’t received; thresholds are configurable in Settings. Medical and Underwriting teams use the Suspensions page to check any member’s standing before approving availment.
Account page → Suspension, or Suspensions
For chronic non-payment, click “Refer for demand letter review” on the account page. The Legal Escalations queue shows the outstanding balance, days overdue, notices sent and payment history. Each step needs supervisor approval — nothing legal is sent automatically.
Account page → Legal Escalation, or Legal Escalations
The Dashboard shows live KPIs (outstanding, collected this month, collection rate, suspensions, legal queue). Analytics adds aging buckets, monthly collection trends, reminder effectiveness per stage, and collector performance. Audit Logs keeps the complete change history.
Dashboard, Analytics, Audit Logs
| Task | Where |
|---|---|
| Check collection KPIs | Dashboard |
| Register a member / group account | Accounts → New Account |
| Record a billing statement | Receivables → New Receivable |
| Post a payment | Payments → Post Payment |
| Queue & send billing reminders | Automated Notices → Generate / Send |
| Edit the reminder schedule | Automated Notices → Reminder Schedule |
| Edit notice wording | Automated Notices → Templates |
| See every message sent to a member | Communications, or the account page timeline |
| Verify a member’s standing | Suspensions → Member Standing |
| Refer an account for demand letter | Account page → Legal Escalation |
| Bulk-load data from Excel/CSV | Imports |
| Activate a new user / change roles | Users |
| Change grace period / thresholds | Settings |
| Review change history | Audit Logs |