How to create an invoice

• Recommended method: Create invoice from the diary by right-clicking on a current booking and selecting Closed

  Alternative methods:

  • Accounts menu > Create Invoice option
  • Transaction listing > Create Invoice option
• Benefits of creating invoice from booking:
  • Automatically includes booking, referral, and attending doctor information if entered
  • Booking types can auto-add items to the invoice

• Right-click on the booking in the diary and select Closed
• The invoice window will pop up, pre-populated with booking information

• Top section includes basic patient demographic information
• Booking details are displayed in the invoice
• Use the drop-down to specify to whom the invoice is addressed
• If billing a third party, use the 'change' button to select the company
• If billing to a health fund, it auto-selects the health fund from the patient's demographics
• Use the Details button for inpatient billing information
• Use the 'assistance' button for assistance-related information

• Verify the following before adding items:
  • Invoice date (defaults to today)
  • Invoice location (defaults to logged-in location)
  • Inpatient and batch billing checkboxes
  • Service location (displays diary location of booking)
  • Attending MO (pre-populated from booking)
• Five methods to enter item numbers:
  1. Type item number directly into the box
  2. Use frequently used item numbers list (double-click to add)
  3. Quick-bill items (if available, Add Pending Items button will be yellow)
  4. Auto-add items based on booking type
  5. Quick entry for multiple items (useful for long hospital stays)
• Specify quantity for each item in the quantity field
• Click the button with two dots for additional item information (e.g., self-deemed, times of service).
• Complete additional information for each item

• Click Done after entering additional information
• Click Add to include item in the invoice items section

• To edit an item, double-click it to bring it back to the edit section, make changes, and click Add again
• To delete an item, double-click it to bring it back to the edit section and do not add it back
• Add a memo by typing in the box or using a drop-down for predetermined text
• Two options to issue the invoice:
  1. Issue - for invoices not paid on the day
  2. Save and Pay - for immediate payment, and HealthTrack automatically allocates payment to invoice
• Option to print the invoice:
• If print now is checked, a print preview will be displayed for printing or emailing
• After capturing payment, print the invoice and receipt together for the patient