Invoice Grouping

The section “Billing” from the patient’s file allows you to create invoice grouping to sort the invoices and organize the billing section by:

  • The different current treatment plans
  • The different third-party payers to whom to claim the treatments
  • The billing periods
  • Or other reasons that may apply to your clinic’s reality

Note: 

  • You can have several active invoices grouping in the patient’s file.
  • The “Billing” tab in the patient’s file impose to have at least one active invoice grouping.
  • The invoices grouping, as the episode of care, can be archived once this one is discharged.

Create an invoice grouping

From the “Clients” section on the left, look for the patient in question.

  1. Open the patient’s file
  2. Click on the “Billing” tab
  3. Click on the + in the header (located in between the patient’s tabs and the section related to the coverage)
  4. In the “Title” field, type in the invoice grouping’s tab

    * the invoice grouping’ title is determined by the clinic according to the invoice grouping theme.
    Refer to the first part of this article to help yourself to determine the invoice grouping organizations.
  5. Type in the invoice grouping’s starting and end date
  6. Fill out the other fields, if desired
  7. Click on Save Changes

The invoice grouping will be placed in the header and can be consulted by any clinic’s employee.

Note: To have a better understanding of the coverage allowance’s functionality and be able to use it in your invoice grouping, refer to this article: Coverage Allowance


To consult an invoice grouping

From the “Clients” section on the left, look for the patient in question.

  1. Open a patient’s file
  2. Click on the “Billing” tab
  3. Click on the invoice grouping’s title in the header (located in between the patient’s tabs and the section related to the coverage)
  4. The elements related to the invoice grouping will be displayed (ex: coverage detail, invoices, and payments)

To edit an invoice grouping

From the “Clients” section on the left, look for the patient in question.

  1. Open the patient’s file
  2. Click on the “Billing” tab
  3. Click on the invoice grouping to be edited
  4. Click on the pencil’s icon by passing the cursor over the invoice grouping’s title
  5. From the window “Edit invoice grouping” and change the information desired
  6. Click on “Save”

Note: To move an invoice from one invoice grouping to another, please refer to this article: Create an invoice


To move an invoice from one invoice grouping to another


Via the "Clients" section located on the left menu, look for the patient in question

  1. Open the patient’s file
  2. Click on the “Billing” tab
  3. Click on the title of the invoice grouping where the invoice is currently located 
  4. Find the invoice to be moved on the invoice’s list
  5. Click on the invoice to be moved to open it
  6. Click on the dropdown menu “Invoice grouping”
  7. Click on the invoice grouping where you want to move the invoice to
  8. Click on “Save”
  • If the invoice grouping desired is not displaying on the dropdown menu, verify if invoice grouping in question had been created before trying to move the note. To validate, go back to the “Billing” tab on the patient’s file.

Note: This functionality is particularity useful if you have created your invoice on the wrong invoice grouping or on an invoice grouping that has to be archived.

Important: The assignation of an invoice grouping has the potential to affect the remaining value of the coverage allowance assigned to the invoice grouping (if previously set)


To archive an invoice grouping

From the “Clients” section on the left, look for the patient in question.

  1. Open the patient’s file
  2. Click on the “Billing” tab
  3. Click on the invoice grouping’s title to be archived
  4. Click on the pencil’s icon by passing the cursor over the invoice grouping’s title
  5. From the window “Edit invoice grouping” verify if the information related to this invoice grouping are the correct ones
  6. Click on the button "Archives" 
  • The invoice grouping archived can be consulted at any time from the “Archives” tab.

Note: No element can be added, removed or changed from an invoice grouping once this one is archived.


To consult an archived invoice grouping

From the “Clients” section on the left, look for the patient in question.

  1. Open the patient’s file
  2. Click on the “Archives” tab
  3. In the “Invoice grouping” section, click on the invoice grouping’ title you wish to consult
  4. The elements related to the invoice grouping will be displayed (ex: coverage detail, invoices, and payments in advance)

To restore an invoice grouping

If for any reason, you have to restore an invoice grouping previously archived to add, remove or change the elements, you can restore it by following these steps:

From the “Clients” section on the left, look for the patient in question.

  1. Open the patient’s file
  2. Click on the “Archives” tab
  3. In the section “Invoice grouping”, click on the pencil’s icon next to the invoice grouping’s title you wish to restore
  4. From the window “Edit invoice grouping”, click on the “Restore” button
  5. The invoice grouping will be placed in the “Billing” tab and you can now add, remove or change any element