Create an invoice

In Medexa, there are 3 possible ways to create an invoice: via the therapist's schedule, via billing in the left menu or from the patient file.

From the employee's schedule

The invoicing from the schedule is called Quick billing. 

This invoicing mode allows you to create a bill for a patient, to pay the bill and send a receipt by email from the appointment in the schedule.

The quick billing allows you to proceed to the billing section for the easy cases:

Note: If one of these cases applies, it is possible to create an invoice from the schedule, but you have to click on “Edit” to access the invoice and make the necessary changes.

To create an invoice, you must go to a therapist or room schedule:

1. Click on the appointment to be billed
2. From the Appointment Status window, click on Create Invoice.
   1. An arrow button also allows you to create a quote.
3. Select one of the following options:
   1. Send: Email invoice/receipt to patient
   2. Edit: Access the invoice/receipt template to add/modify/delete information
   3. Print: Print invoice/receipt
   4. Download: Export PDF invoice/receipt to workstation
4. Click Apply a Payment
5. Select the Payment Method
6. Click on Save

Note: If you want to make partial payments, you must access the invoice template by clicking on Edit

From the left menu

This section allows both to create invoices or to open an existing invoice. We find all the invoices that were created over a given period.

Billing from the left menu is used when the clinic needs to create a series of bills for several different patients.

To create a new invoice, you must:

1. Click on the Billing tab of the left menu (see image above)
2. Click on the (+) at the top right
3. Find the patient to be billed in the list
4. Click on the patient's name
   1. A new page will appear

On this new page, several options are available:

1. Date of invoice: date on which the invoice will be issued
2. Due date: invoice due date
3. Billing episode: list of episodes created for the client
4. Language: choice of invoice language
5. Service point: selection of the invoice service point
6. Self-employed person: choose the self-employed person
7. Choose the invoice signatory: the person who will sign the invoice
8. Practice profile: the practice profile issued on the invoice
9. Billed to: which has a drop-down line with two options:
1. Patient: the patient paying the bill
2. Third-party payer: the insurance that covers the invoice
   1. The third-party payer associated with the payment will decrease the remaining amount of the cover allowance.
   2. For more information on coverage allowances, see the following article: Coverage allowance
10. Third-party payers: list of third-party payer names (available only for the third-party payer)
11. Service rendered to: the selection of the person to whom the service is rendered
12. Hide the mention "non-refundable": visible mention or not in the invoice
13. Show Diagnosis/Problem: show diagnosis or not in invoice
14. Description: add a description
15. Add Discount: apply a discount that was created in My Clinic
16. Items: see below
17. Add a payment

Add Items to Invoice, Items to bill:

1. Go to the Articles section and click on the (+)
   1. A new window will open

Select appointments / Articles:

1. Appointments: Check the appointments to be invoiced and click on Save
2. The list displays all of the patient's unbilled and scheduled appointments for one of the therapists. If the appointment to be billed is not listed, check the treating therapist's schedule . If the appointment to be billed is not in the list, it may have been: cancelled, deleted or already billed.
3. Items: Check the articles to be invoiced and click Save Changes. If an item indicates Out of stock, you must increase the quantity assigned to this item in inventory (via "My Clinic > Items") before you can add it to an invoice.
4. To modify the items to be invoiced: Click on the pencil icon at the end right of the appointment or item
5. To remove an item from the invoice: Click on the trash can icon at the end right of the appointment or item
6. Click on the Save Changes button at the top right to save the information and generate the invoice number

From the patient’s file 

The billing tab form the patient’s file affects all the elements related to the billing part for the selected patient.

This section allows you to find/create/edit an invoice among all the invoices created for this patient. The Billing used from the patient’s file is used when the clinic has to create an invoice that is outside the scope of quick billing.

To bill from the patient file, access the patient file:

1. Click on the Clients tab in the left menu
2. Open the patient file
3. Click on Billing Episodes
4. Choose the billing episode and go to the Bills section
5. Click on the (+) at the top right
6. Fill in the necessary fields for the invoice
   1. To learn more about the options located in the invoice template, see the last section of this article.
7. To select the items to invoice: Go to the Items to bill section and click on the +
   1. Billing Appointments: Check the appointments to be billed and click on Save * The appointments list displays all appointments for this patient, unbilled and on schedule from one of the clinic's therapists. If the appointment to be billed is not on the list, check the schedule of the attending therapist. If the appointment to be billed is not in the list, it may have been: canceled, deleted or already billed.
   2. Billing Articles: Click on the Items button at the top right of the window, check the items to be invoiced and click on " Save "* If an item indicates Rupture of stock, you must increase the quantity assigned to this item in inventory (via My Clinic > Items) before you can add it to an invoice.
8. To modify the items to be invoiced: Click on the pencil icon at the end right of the appointment or item
9. To remove an item from the invoice: Click on the trash can icon at the end right of the appointment or item
10. Click the Create Invoice button on the top right to save the information and generate the invoice number

For more details on the fields and options displayed in the invoice’s template, consult this following article: Invoice's template

For more details on the application of payments on an invoice, consult this following article: Add a payment