Generating Outpatient Invoices

Brief Overview

This article explains how to create an outpatient invoice for a patient, including information on how to submit a patient claim (if required). 


Short Version

  • Click the invoice icon and search for the patient.
  • Select the relevant invoice options (DoctorLocation etc).
  • Add the billing items.
  • Receipt any payments.
  • Print and/or submit the invoice. 



Invoices are normally raised from the Scheduler, and can be created with or without an appointment for the patient.


Raising an Invoice from an Appointment

1. Highlight the patient appointment on the Scheduler. 



2. Click the Invoice icon. 


3. Make any necessary adjustments to the New Invoice window and click Create


Raising an Invoice without an Appointment

1. Click the invoice icon. 

2. Search for and select the patient. 


3. Make any necessary adjustments to the New Invoice window and click Create



Note: If Account Holder displayed beside the Private option is incorrect, you will need to update the Account Holder in the patient's demographic window. 


4. The referral information will prefill from the patient's demographic window, but can be changed by using the Next and Previous buttons, or by making a selection from the Referral Status drop-down menu. A new referral can be added by using the Add (+) icon. 


5. The Admission Date, Discharge Date fields are optional, and are generally not required for an out-patient invoice. If you are unsure whether these fields are required for your invoice, we would recommend speaking to Medicare to see whether they are relevant to the invoice you are creating.



6. Type the item number into the Item No field and select the item, or click Search by Description, complete the search, and click Select beside the desired item. 



7. Complete the information in the Add New Item window, and click Add Item when finished:

  • Change the Date of Service to reflect the day of service, if required.
  • Select the Payment Type and change the price, if required. The Private fee will automatically fill from the provider's fees, if they have been set in their User Settings. 
  • Apply any discounts if needed.
  • Record any required notes about the item.
  • If required, tick the Not Standard Aftercare box. 
  • If a Duration is needed for an item, ensure this is set correctly in minutes.



8. Once you have clicked Add Item, the item will be added to the invoice, and the fees will be calculated accordingly, and shown against the item and in the Totals area.


9. Repeat steps 6&7 above to add any remaining items to the invoice.


10. If required, ensure that the appropriate Multiple Procedure Rule (MPR) has been applied to the invoice.


11. If a distance is required for claiming this item, record this information in the Distance, KM field. 



12. Add any payments to the invoice by entering the payment amount beside the relevant Payment Type, and pressing Tab or Enter on your keyboard. 

Note: If the patient has a deposit against their account, this figure will be shown in brackets beside the Deposit Payment Type. To use this, type the deposit payment amount you'd like to apply in the field beside the Deposit figure, and this will be applied to the invoice when you press Tab or Enter on your keyboard.


13. If you are using the Patient Portal and would like this invoice to be visible to the patient, leave the Publish this Invoice radio button selected.


14. When all payments have been applied to the invoice, make a selection from the bottom of the invoice window:

  • Save & Close will save the invoice and close the window without printing.
  • Save will save the invoice, and allow you to keep working within the same window.
  • Save & Claim will save the invoice, and submit the claim to Medicare/DVA or the patient's health fund (if relevant). 
  • Save & Print will save the invoice, and prepare an invoice for you to print for the patient.



15. If a Patient Claim were submitted for the invoice, then information pertaining to this can be found in the Patient Claim tab at the top of the window. 


Further Reading

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