Invoicing
ePractice | Sending an electronic invoice using Quick eBill
Quick eBill can be accessed in four ways:
- From the left-hand menu click on Accounting and then click Quick eBill
- From top right of the screen click Quick Menu and then click Quick eBill
- From the Patient List click Create Bill on the right in the Patient Details Preview when a patient has been highlighted
- From Patient Details click Create Bill on the right-hand side of the page
A Quick eBill is created in 4 steps:
- Patient Details
- Where and when the patient was seen
- Diagnosis details (not required for all insurers)
- Charges
The bill preview pane on the right-hand side will keep populating as these sections are completed.
Step 1 – Patient Details
Search for the patient by typing in their first or last name and a list of matches will appear. Click the correct one – you can scroll through a long list. You can also search by their data of birth. Again, a list of matches will appear and you just click on the correct one.
You will see a message No Patients Found if the patient you want isn’t on your database. Click Add Patient. Complete the details required in the popup and click Save.
Click on the required card under Select Payor to choose the person or organisation you want to send the invoice to – this could be an insurer or, if you have registered for Online Payments, the patient and other contacts. You won’t be able to send an invoice electronically to anyone other than an insurer if you have not registered for Online Payments and only insurer cards will be visible.
You can amend the insurance membership number by clicking Edit on the card, updating or adding the details and then clicking Save.
If there are no cards available under this section you need to create one by clicking Add Insurer. Enter the membership number in the popup and click Add. You can now click on the card.
Click Next to move onto the next step.
Step 2 – Where and when the patient was seen
An invoice number will automatically be generated using system or custom numbering (if this has been setup) if Invoice No is left blank. You can, however, override this and type something in.
- As/In – choose the care setting from the drop-down options e.g. outpatient, day case, inpatient etc.
- At –choose the location from the drop-down options available
- On the – insert the date; for an inpatient stay you will need to insert both the admission and discharge dates
- By – choose the practitioner who saw the patient from the drop-down options available
- Discharge Reason – choose from the drop-down options; this is only visible when the care setting is Inpatient or Daycase
Click Next to move onto the next step or Previous to go back to the previous step.
Step 3 – Diagnosis Details
Only AXA Health, Bupa, Bupa Global and VitalityHealth require a diagnosis code. For all the others this section will not be visible.
Type a relevant word into the Diagnosis box and choose from the displayed list used by the insurer. As you create more invoices a list will be populated of your Top 10 codes. As a shortcut you can click this and choose from those options.
Once selected your choice will show as the primary diagnosis. You can add more if needed, then choose which should be the primary one by clicking the radio button next to it.
Click Next to move onto the next step or Previous to go back to the previous step.
Step 4 – Charges and Fees
- Service Date – this will be pre-populated based on dates previously detailed but can be changed if required
- Treatment Provided – the service provided to the patient e.g. Initial consultation, surgeons fee for surgery etc
- Procedure(s) – add in any procedures you carried out by searching by code or description; the Top 10 will display the ten procedure codes you have previously used most
If you need to invoice for multiple procedures you need to add all the procedures before adding the fee, ensuring this follows the insurer’s multiple procedures fee criteria.
Add the Fee. If you have set up a pricing matrix in Guideline Pricing simply click the calculator icon to automatically add the fee. Click Save Charge.
Once saved you can add further charges following the same steps. These can be for different dates.
Click Save & Send to submit the invoice or click Previous to go back to the previous step.
Want more support?
We’ve got a couple of videos that show you the process in real time:
You can also sign up for our free online tutorials with the Healthcode Academy – our Service Delivery Associates offer practical and relevant modular 1-2-1 training on ePractice functionality. The Electronic billing & collection | Module 2 (60 minutes) is for you if you want to learn about all aspects of invoicing. For those who just want to focus on creating a Quick eBill we offer a 15-minute bite-size option – you’ll need module 2B.
