How to add specific fees for Billing Items

When creating an invoice in HealthTrack, each billing item is assigned a fee from the relevant fee schedule (Medicare, Health Fund, or Practice). You can adjust fees manually before issuing the invoice.

How fees are assigned to billing items

When you add an item number to an invoice, HealthTrack automatically populates the fee based on:

The Invoice To selection (Medicare, Health Fund, DVA, Patient, etc.).
The fee schedule linked to the selected billing entity.
The Service Date of the invoice item (fee schedules are date-effective).
The Service Location (for Health Funds, the state-based fee table is selected automatically).

Title: Invoice Items section showing fee fields - Description: Invoice Items section showing fee fields

Change the fee on an individual item

To adjust the fee for a single item before adding it to the invoice:

Open the invoice screen (Accounts > Create Invoice, or close a booking from the Diary).
Enter the item number in the Item Number field.
The fee populates automatically from the fee schedule. Edit the fee amount directly in the fee field before clicking Add Item.
To record additional details for the item (e.g. a self-deemed referral or item note), click the [..] button to open the Additional Item Details screen.
Click Add Item to add the item with the adjusted fee to the invoice.

To edit an item already on the invoice, double-click it in the Invoice Items list. The item returns to the edit area where you can change the fee, then click Add Item to save your changes.

For instructions on manually editing fees using Multiple Service Rules, review our article - Understanding Multiple Service Rules.

Fee schedules and state-based billing

Fees displayed on invoices come from fee schedules configured for each billing entity. Key points:

Each Health Fund has a Billing Fee Table assigned in the Health Fund setup (Accounts > Health Funds > Billing).
Fee tables are date-effective. The schedule used matches the Service Date of the invoice item, not the invoice date.
For Health Fund billing, HealthTrack selects the state-based fee table automatically using the Service Location address. If the location has no state specified, the fund’s default fee schedule applies.