The Consultation Note- Billing

Invoices and Payment Receipts vs. Sales Receipts:

• 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.

Billing Button on Consultation Notes Page:

• The Billing button relates to the specific consultation. This button can be found in two places:
  • The Patient Info section (where the patient image, name, and PRN number show) at the top of the page and,
  • The Bottom of the page.

• Objective
  • Point-of-care tests that are created in this section of the consultation note are automatically added to the bill
    • The Order for the Point-of-care test is saved to the Plan section; however, the results are stored in the Objective section.
    • For pricing to be displayed, pricing must be added for each item under Pricing and Taxes.

• Plan
  • Administered Medications, Immunizations, and Procedures that are created in this section of the consultation notes are added automatically to the bill

• • • For pricing to appear on the bill, pricing must be added for each item under Pricing and Taxes.

Sales Receipts:

• Color Code: Green for fully paid receipts. Grey for Drafts.
• Search by Patient (already set to the current patient) or Sales Receipt #.
• Actions Column: Edit or View receipts.
• Receipts to be paid by an organization show 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 (already set to the current patient) or Invoice #.
• Actions Column: Edit, create payment receipts (invoices), and View.
• Invoices covered by insurance or organizations 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. The details for the Patient, Appointment date, and Receipt date are entered automatically.
4. Add the Organization that is paying for the bill if applicable.
   • The ‘To Organization’ checkbox only shows once the patient has an organisation already saved to their profile.
5. Any Billable items added to the Objective and Plan sections of the Consultation Notes 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.

• 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, which will include the above options.