Patient Billing in the Doctor Portal

The Doctor Portal is a HealthTrack smartphone app for doctors. The Patient Billing app lets you record item numbers and clinical notes for hospital patients. When you discharge a patient, the billing information is sent to HealthTrack for invoicing.

Each doctor must register for Doctor Portal - for further instructions review our article here.

Billing behaviour (task assignees, patient sync) is configured in the Billing Settings tab of File > User Preferences.

Select a Practice and Location

If you are registered at more than one practice, the app will prompt you to select a practice before loading the Patient Billing app. Select the relevant practice to continue.
The Patient Billing app opens to a list of your locations. The list is filtered to show only locations where you have a provider number recorded in Admin > Internal MO > Manage Internal MOs.
Each location shows the number of current patients. Select a location to view your patient list.

Tick List All Locations at the top of the screen to see all practice locations, not just yours. To switch locations later, tap the ☰ menu and select Change Location.

Patient List

After selecting a location, your patient list loads. By default, this includes patients booked in the last 7 days, today, and tomorrow. Patients with outstanding billing items remain listed until discharged.

To view another doctor's patients, tick List All Patients to see all patients at the location.
To add a patient manually, tap + Patient and enter the patient's details. When discharged, billing staff can match the entry to an existing HealthTrack patient.

Tap a patient to open their billing record.

Adding Billing Items

From the patient screen, add billing items using Favourites or the New Item drop-down.

Setting	Description
Favourites	Your 10 most frequently billed item numbers. Tap an item, adjust the date and time if needed, then tap `+ Add Item` .
New Item	Select or type an item number not in your Favourites, adjust the date and time, then tap `+ Add Item` .
Service Text	Optional field for body location, self-deemed status, or other service details. Previous entries are available for selection.
⚙ (cog)	Opens Search All Items to look up item descriptions. Use `+ Item` to make an MBS item available in the app, or `+ Custom` to add a custom code.
Add Procedure	Groups multiple item numbers as a procedure. Select from Procedure Favourites and tap `+ Procedure` to add the group.
Billing Items list	All items expected to be billed at discharge. Tap the pencil icon to edit an item, or the `×` icon to remove it.

When finished, tap Done to save and return to the Patient List, or tap Discharge if billing is complete.

Editing Patient Details

Tap Edit Details from the patient screen to update patient information.

If the patient was loaded from a HealthTrack booking, they are marked as a HealthTrack Managed Patient and their details are read-only.

From this screen you can upload up to three photos:
- Patient Info: a photo of the patient's chart, label, or picture of the patient.
- Referral Info: a photo of the referral document.
Up to three referral photos are combined as a multi-page PDF when received in HealthTrack.

Changes to patient details do not update the patient record in HealthTrack - this information is used only to match the entry to an existing patient at discharge.

Patient Notes

Use the Notes button to record progress notes for the patient.

The notes area is free-text. Tap + Timestamp to add a time-stamped entry. Tap Save to save and return to the patient screen.
Patient Notes are available in HealthTrack under Practice Wide > Incoming Billing, where they can be copied to the relevant areas of the patient's record.
- Notes can also be downloaded as a .txt file from the app.

Discharging a Patient

Discharging sends the patient's billing and associated information to HealthTrack. The discharge screen lets you add optional follow-up items before confirming.

Setting	Description
Follow-up (Add Task)	Creates a task starting in the nominated number of days, weeks, or months. Assigned to the user or group set in Billing Settings.
Message to Secretary (Add Task)	Creates an immediate task with a free-text message. Assigned to the user or group set in Billing Settings.
Message to Biller	A note displayed to the billing user when processing the incoming billing in HealthTrack.

Review the billing summary, then tap Discharge to send to HealthTrack. Tap Back to return to the patient without discharging.

Processing in HealthTrack

After a patient is discharged from the app, billing staff can raise an invoice from Practice Wide > Incoming Billing.