Billing

Last updated: 2026-03-29

Overview

The Billing module is the central hub for tracking all services, medical supplies, and consultations provided to a patient during their visit. Once the visit is complete, this module calculates the costs, automatically splits the bill between the patient and their insurance provider, and updates your clinic's inventory and financials.

When Do I Use This?

  • At the end of a patient visit: To compile all doctor fees, lab tests, and medications into a single final bill.
  • During a procedure: When nurses need to record the medical supplies used (like bandages or syringes) so the system can deduct them from the inventory stock.
  • When processing insurance: To automatically calculate patient co-payments and generate an insurance claim for the remaining balance.

How To Use

1. Creating a New Bill

  1. Go to the Health menu and select Billing.
  2. Click + New to start a new billing record.
  3. Select the Patient. The system will automatically link their active insurance policy in the Coverage field.
  4. Select the Practitioner (Doctor) and the Principal Diagnosis.
  5. Click Save.

2. Adding Services and Supplies (Lines)

You need to list everything provided to the patient in the Lines section.

  1. In the Lines section, click to add a new row.
  2. Select the Item (e.g., "General Consultation", "Paracetamol", "Syringe").
  3. Enter the Quantity and select the UOM (Unit of Measure, e.g., "Pills" or "Hours").
  4. Important: Check the Invoiced box if the patient or their insurance should pay for this item. Leave it unchecked if it is a clinic expense (like a pair of gloves used by the nurse).
  5. Click Save.

3. Closing the Bill and Generating Invoices

Once the patient is ready to checkout, you must "Close" the bill to make it official.

  1. Open the saved Billing record.
  2. Click the Options menu and select Close.
  3. The system will lock the bill (marking it as Closed) and automatically generate the necessary invoices.
What happens when I click Close?
  • If the patient has Insurance, the system creates two invoices: one for the patient (their copay) and one for the insurer (the claim).
  • Any supplies marked as "Un-invoiced" will be deducted from your warehouse stock as an internal clinic expense.

Field Descriptions

Billing Details (Header)

Field Name Description
Serial The unique, system-generated tracking number for this bill.
Patient The person receiving the medical care.
Coverage The patient's active insurance policy. This automatically filters to show only the selected patient's valid plans.
Channel The sales department, clinic branch, or cash register processing this bill.
Date The date the services were rendered. Defaults to today.
Closed A read-only checkbox. If checked, the bill is finalized and can no longer be edited.
Invoice A link to the final generated invoice(s) once the bill is closed.
Claim The official claim reference number provided to the insurance company.
Practitioner The main doctor or nurse handling the patient's care.
Principal Diagnosis The primary medical reason or condition for the visit.
Note Any internal notes about the patient's billing scenario.

Services & Supplies (Lines)

Field Name Description
Item The specific medical service, medication, or physical supply used.
Quantity How much of the item was provided.
UOM (Unit of Measure) How the item is measured (e.g., Box, Pill, Session). The list automatically filters to match the chosen Item.
Invoiced Check this box if the item should appear on the final financial bill. Uncheck it if it is an internal clinic supply that just needs to be removed from inventory.
Note Specific remarks about this line item (e.g., "Given during triage").
Tip: Stock Warnings! If you try to add a physical inventory item (like a vaccine) to a patient's bill, but your clinic warehouse is out of stock, the system will prevent you from saving the line item to maintain accurate records.
Tip: Automatic Background Billing! Some bills are created for you automatically. If a doctor finishes a consultation in the "Appointments" module, the system will silently create an open Bill here for the receptionist to review and close.
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