Invoicing from Accounts
This describes the Invoicing process directly from the Accounts screen.
- Search for a patient.
- Click Show.
- In the Main Menu, click Accounts.
- The Patient Accounts screen will display
- There are two different ways an invoice can be created from the Accounts screen
- Via New invoice in the top banner
- Via Accounts > Enquiries > New Invoice
- Select any of the two options to create an invoice
- Select the Guarantor or other fields as required.
- Select the Create Invoice /New invoice button to continue.
- An additional information screen will display, fill in the following fields (see table below).
Field Name | Description |
|---|---|
| Referral | |
Referral | Pop up a list of the active referrals for the patient. Checking the box Show Expired will trigger the system to include expired referrals in this list In general, the validity of a referral is :
|
Invoice Override Code | Pop up a list of reasons why a referral may not be applicable. |
| Other details necessary to generate this Invoice | |
Medical Provider | Displays the medical provider providing the service (read-only) |
Service Location | Pop up the list of the service locations applicable to the account and medical provider providing the service |
Invoice Date | Date of Invoice is creating, this field will default to the current date. |
| Service Date | The actual date of Service has been provided. |
| Invoice Other Reference | |
| Extra Code 1 | A user with the permission “can edit accounting extra codes” will be able to see and edit these fields when creating invoices if they are enabled. These four fields can be translated as client required with custom drop-down options. Please refer to Translations in the System Admin Guide for more information. The drop-down values are managed by a generic table. A generic table is to be created while the system admin enables/disable each field. Please refer to the Generic table for Invoice/Line Item for more information If the generic table has a “default” value configured it will then default to that value. Please refer to Accounting Setup for information on how to configure these fields |
| Extra Code 2 | |
| Extra Code 3 | |
| Extra Code 4 | |
| Default Veteran Settings | |
Claim Type | Pop up a list of the types of claim, generally only for health fund invoices (most health funds use ‘Agreement’ except for Medibank Private who use ‘Scheme’) |
Informed Consent | Pop up a list of the types of informed financial consent, generally only for health fund invoices (linked to the claim type so most health funds use ‘Verbal’ except for Medibank Private who use ‘Not Obtained’) |
Compensation Claim (checkbox) | Marked if a compensation claim |
Admission | Pop up a list of the available admissions the invoice can be linked to (used for statutory reporting) |
| Default Veteran Settings | |
| DVA Treatment Location | |
6. Click Create Invoice to continue.
7. The Invoice screen will display, the following values.
Field Name | Description |
|---|---|
| Invoice (for reference only - data not changeable here) | |
Medical Provider | Displays the medical provider providing the service |
Service Location | Service location where the service is provided |
Referral | Details of the referral link to the invoice |
A/C to | Who is responsible for the payment of the invoice and the address |
Name | Which rate the default price for the item will come from |
Billing Provider Number | The medical provider's number for the specified service location |
| Extra Code 1 | |
| Extra Code 2 | |
| Extra Code 3 | |
| Extra Code 4 | |
| Invoice Items (for reference only - data not changeable here) | |
Invoice Total | The total price of the items on the current invoice |
GST Total | The total of the GST on the items on the current invoice |
Out Of Pocket | This is the total of the Out Of Pocket amount (gap + excess + copay), if any. |
| New Line Item | |
| Service Date | |
| Item Number | |
| Time Of Service | |
| Units | |
| Ex Gst Price | |
| Gst Applicable (checkbox) | |
| Description | |
| Notes | |
| Note | |
8. Add invoice items details. As you enter the Item Number the following buttons will display
- Add Line Item to Invoice - To add more line items
- Other Line Item values: There are times where extra information is required to be transmitted with the Invoice, this can be entered here.
- Create Invoice - To create an invoice, No further line items can be added once the invoice been created.
9. Once the Item Number are all added, select the Create invoice button
10. The invoice will be generated and a summary screen will appear for each line item on the invoice.
11. Once the invoice is created then, depending on the workflow and account type the invoice may print or be made available for online submission.
12. Refer to Claims for IHC/IMC and health fund claiming.
