Why is the wrong fee coming up on an invoice?
When an item's fee looks wrong on an invoice, it is almost always because HealthTrack picked the fee from a different place than you expected. Fees come from several layers, and the first matching layer wins. This article walks through those layers in the order to check them.
Where the fee can come from
| Layer | What it does | Where to check |
|---|---|---|
| Fee table selected on the invoice | Each invoice has a fee table. Changing it changes every item's fee on that invoice. | The fee table selector on the Invoice screen. |
| Billing class, doctor and location overrides | An item can carry different fees per billing class, doctor and location. The most specific match wins. | How to have doctor specific fees includes the full priority order. |
| Health fund schedule for the service location's state | For health fund billing, HealthTrack selects the fund's fee schedule based on the state of the service location, not the practice's main address. | The location on the invoice, and the fund's fee tables for that state. |
| Multiple service rules | On multi-item invoices, Medicare and health fund rules can reduce the fee of second and later items. | Understanding multiple service rules. |
Quick checklist
- Check the service location on the invoice. If the location is wrong, the state-based health fund schedule can be wrong too. Correct the location and the fee should follow.
- Check the fee table selected on the invoice. Someone may have changed it for a one-off invoice.
- Check the item for overrides. Go to Admin > Billing > Add/Modify Billing Items, open the item and look at the Location and MO Specific Fees section. An old doctor or location override may still apply.
- Check the billing class suffix. Entering an item as, for example, 110-C applies the Concession override. Make sure the right class was used.
- Check the schedule is current. If Medicare or a fund has released new fees but they have not been activated, HealthTrack keeps billing the old fee. See How to activate new fee schedules.
- Restart HealthTrack after fee changes. Fee edits do not apply to invoicing until HealthTrack is restarted on each workstation.
Still stuck?
If the fee still looks wrong after these checks, contact HealthTrack support with the invoice number, the item number, the doctor, the service location and the fee you expected. Those five details let us trace exactly which layer supplied the fee.