Billing

• Invoices: These are used for multiple payments to clear a bill, with a payment receipt issued for each payment.
• Sales Receipts: Issued for full payments at the end of the appointment.

Sales Receipts:

• Color Code: Green for fully paid receipts. Grey for Drafts.
• Search by Patient or Sales Receipt #.
• Actions Column: Edit or view receipts.
• Receipts that an organization (e.g., the patient’s employer) shows a blue building icon in the Sales Receipt # column.

Invoices:

• Color Code and Filter:
  • Grey: Drafts
  • Red: Due (past-due invoices not in Draft)
  • Blue: Unpaid
  • Green: Paid
• Search by Patient or Invoice #.
• Actions Column: Edit, view, or create payment receipts.
• Invoices covered by insurance or an organization (e.g., the patient’s employer) show icons:
  • Green Shield: Insurance
  • Blue Building: Organizations

1. Select Sales Receipt from the Sales Receipts | Invoices toggle.
2. Click +New Receipt to open the Sales Receipt page.
3. Select the patient, and this action loads the last appointment date.
   • The Receipt date is defaulted to the current date.
   • You can change the Appointment date to another date.
4. Add the Organization that is paying for the bill if applicable.
   • The ‘To Organization’ checkbox only shows if the patient has this information already saved to their profile.
5. Any Billable items added to the Objective and Plan sections of the Consultation Notes from the selected Appointment date and time will automatically be added to the Bill.
   • The Consultation Type must be added from the Select Consultation Type dropdown. Consultation Types are created under Pricing and Taxes.
   • Add any additional Items using the +Add Item dropdown. Additional items are created under the Other section in Pricing and Taxes.
6. Add discounts, taxes, or customer notes as needed.
7. Save and Send, Save or save as a Draft.

1. Select Invoice from the Sales Receipts | Invoices toggle.
2. Click +New Invoice to open the Invoice page.
3. The details for the Patient, Appointment date, and Receipt date are entered automatically.
4. Select the Terms that will automatically change the Due Date.
5. Add the Insurance or Organization that is paying the bill if applicable.
   • Insurance provides 3 dropdowns for the user to select the type of insurance that will be added to the Bill.
     • • Primary Insurance
       • Secondary Insurance 
       • Tertiary Insurance
     • Each type of insurance added will show on each individual line item.
     • This will load a Total Insurance Coverage section in the Totaling section of the invoice, where you can see the total amount covered by the insurance.
     • The user will then decide the % or amount of insurance coverage for each line item.
   • The ‘To Organization’ checkbox is selected when an organisation and not the patient is paying for the bill, for example, an employer.
     • This checkbox only shows once the patient has an organisation already saved to their profile. See the How to Add an Organization to an Invoice section below.
     • Select this checkbox to add the Organization that will be billed
6. Any Billable items added to the Objective and Plan sections of the specific Consultation Note will automatically be added to this Invoice.
   • The Consultation Type must be added from the Select Consultation Type dropdown. Consultation Types are created under Pricing and Taxes.
   • Add any additional Items using the +Add Item dropdown. Additional items are created under the Other section in Pricing and Taxes.
7. Add discounts, taxes, or customer notes as needed.
8. Save and Send, Save as a draft, or Send.

1. Deselect the Appointment date.
   • In this scenario, you can only add Items or a Consultation Type since Medications, Procedures, Labs/Imaging, and Immunizations must be added to a Consultation Note to be added to a Bill.

• When creating or editing a patient’s profile, there is a section called "Insurances" where you can enter insurance information for the patient and designate the Primary, Secondary, and Tertiary Insurance.

1. To create and add a patient to an Organization, please review the Organizations article.
2. Also, in the patient’s profile, the Organization dropdown allows you to select an organization from the list of existing organizations.
   • By default, the selected organization for the patient will show in the drop-down; however, if you change the organization here, it will add that patient to the new organization and remove it from the previous organization.

1. View details by selecting the eye icon in the Actions Column.
2. Use the top-right buttons to Edit, Delete, Print, or Download the Invoice or Sales Receipt.
   • When you select an Invoice with Payment Receipts, a section at the top of the page will show created Patient Receipts with the above options.

Pricing for Billable Items (Labs, Medications, Procedures, Immunizations)

1. Go to the Billing dropdown and select Pricing and Taxes.
2. Select one of the four categories (Labs, Medications, Procedures, or Immunizations) from the dropdown menu. For a visual walkthrough on how to add items to the bill automatically when consulting a patient, refer to this video.
3. Click the + Set Pricing button, enter details, and click Save.

1. Go to the Billing dropdown and select Pricing and Taxes.
2. By default, you will be on Medications, where you will see a table that has saved medications, or it will be empty due to no medications being created as yet.
   • If no medications are created, you have to make them first before you create the Inventory.
3. Select the medication you want to create an inventory for within the table by selecting the Set Stock button.
4. Enter the Current Stock amount and the Stock Unit.
   • Select the Enable Notification checkbox to enter the Notification Threshold, which alerts when the user has fallen below a specific amount.
   • This notification will show in the Notifications Center.
5. Save

• Consultation Types: Standard patient fees, such as appointment fees for children, adults, and tourists, can be created here.
• Other: Any item the clinic bills for that would not be considered part of the first four (Labs, Medications, Procedures, Immunizations) sections, such as Ambulance Services.
• Taxes: Add applicable taxes to Sales Receipts and Invoices.
• Payment Terms: Define invoice due dates.
• Terms and Conditions: Create terms for invoices and receipts.

1. Receivables
   • Customer Balances
   • Invoice Details
2. Payments Received
   • Payment Receipts
   • Sales Receipts
3. Insurance
   • Invoices with Insurance

Users can generate various accounting reports for invoices and receipts related to patient appointments or other patient billing.

For all Reports, you can:

• Search by various periods.
• Set the location you are creating the report for (optional, and only if your clinic has more than one location)
• You can download it as a PDF, Excel, or print the document.