Invoice's Template

Here is a range of the options and elements displayed on the invoice’s template with short descriptions.

Available options in the invoice’s template

• Billing Date: Date you create the invoice (can be changed as needed)
• Due Date: Date the invoice is due (can be changed as needed)
• Billing Episodes: Billing Episode the bill is assigned to
  • Note: Assignment to billing episodes has the potential to affect the remaining value of coverage allocation (if previously configured in the chosen billing episode).
• Language: Language in which the visual of the invoice is generated
• Point of service: Service point to which the invoice and its elements are associated
  • The selected service point affects the following:
    • Address of the clinic appearing on the visual of the invoice
    • Service point to which payments are attached in the revenue report
    • Service point to which the invoice is attached in the invoice report
• Self-employed employee: Self-employed associated with the invoice (to be assigned if necessary)
  • The selected freelancer affects the following:
    • The name of the worker appears above the address of the clinic on the visual of the invoice
    • The invoice and payments will be associated with the worker in the self-employed report
• Change Invoice Signatory: Option to override the signature appearing on the receipt (use as needed)
  • If this option is not used, the signatory of the invoice is automatically the therapist associated with the invoiced appointment
  • This option can be useful if the clinic only charges for items and would like to display a signature on the receipt
• Practice profile: Choose a practice profile if you have changed the signatory of the invoice manually.
• Bill to: Option to change the party the clinic bills to (use if needed)
  • Patient: choice selected by default
  • Contact persons: if a contact person is listed in the patient's file
  • Third-party payer: the choices available are those registered in the database via My Clinic > Invoicing > Third-party payers
    • If third party payer is selected, this will filter the bill by patient or third party payer on the accounts receivable report
• Service rendered to: Change the recipient of the service for insurance.
• Hide "Non-Refundable" mention: If checked, this option removes the mention "NON REFUNDABLE" on the invoice
• Show Diagnosis/Problem: If checked, this option displays the diagnosis/problem assigned to the invoice grouping associated with the invoice
• Description: Any information entered in this field will be displayed on the visual of the invoice
• Taxes: Taxes are calculated and counted on the invoice total based on the configurations of taxes, services and items invoiced
  • Go to My Clinic to set up your taxes (via the Billing tab), services and items correctly.
  • Enter the price of your service/item before tax
  • Taxed appointments and items can be identified using an invoice icon with $ (to the right of the trash can icon) once the invoice has been created.
  • If taxes are applied to the total of the invoice, these will be checked below the subtotal.
• Discount: apply discount which was added before in My Clinic.
• Payments: Refer to the following article for payment details: Apply Payment

Note: It is possible that these options won’t be displayed in the invoice’s template. These options depend on the functionalities used and configured for your clinic.

Dropdown menu - Actions

• Send: To send the invoice and/or receipt to the patient by email
• Preview: To see a preview of the visual invoice
• Print: To print the invoice and give it to the patient
• Download: To download the invoice and keep it on your computer
• Cancel: To cancel the invoice
  • A canceled invoice remains in the system and is not counted as an active invoice in all relevant reports. You must pay attention to the total displayed on the invoice before canceling it.
  • You may need to remove all items from the invoice before voiding it. Ex: If the goal is to cancel the invoice to invoice the appointment on another invoice, you must make sure to remove the appointment from the invoice.
  • An appointment present on a canceled invoice cannot be invoiced again on another invoice.
  • The action of canceling an invoice can be reversed by clicking on ++Restore++.
  • You'll also need to think about why you're canceling the bill so you know what to leave and what to take away from it to ensure your reports balance. If a total remains on the invoice, you risk having your reports unbalanced. If you intentionally leave a total, consider using the "Mark as Loss" feature instead.
• Mark as loss: To post an invoice as a loss
  • An invoice marked as a loss remains in the system and is recorded as a loss in all relevant reports.
  • An appointment present on an invoice marked as loss cannot be invoiced again on another invoice.
  • The action of marking as loss can be reversed by clicking on "++Restore++".
• Delete: To delete an invoice from the database
  • Deleting an invoice is an irreversible action. This removes all traces of the invoice from the platform.
  • The number of a deleted invoice disappears from the clinic's billing suite.
  • The action of deleting an invoice has the effect of:
    • Delete the payments applied on the invoice as if they had never been received and recorded
    • Put the appointments back as non-invoiced to be able to invoice them on another invoice. They return to the schedule as if they had never been billed.
    • Return items to inventory as if they had never been invoiced
  • An invoice that is associated with an online payment cannot be deleted. It must be marked as Cancel.

Information related to invoices.

• The signature is only displayed on the receipts, therefore from the moment when the invoice has been paid fully by the patient. If a partial payment is applied and it remains with a balance to be paid, the therapist’ signature won’t be displayed on the invoice’s visual.
• If the clinic only invoices items, any signature will be displayed on the receipt. To solve this, the clinic can select a person to sign this invoice in the dropdown menu destined to this purpose.
• If the employee’s name is not displayed on the dropdown menu “Invoice Signatory” or if the signature of the therapists ids not displayed on the invoice’s visual, please verify if the therapist has well set up the signature on the account via the My Account section accessible by clicking on the top right corner of the screen.
• It can be possible to invoice several articles and/or appointments from different therapists on the same invoice. You should simply avoid this if you use the "Self-Employed" drop-down menu to avoid counting the wrong data in the self-employed report.
• The appointments can’t be invoiced at once. If the appointment that you would like to invoice is not displaying in the list of the appointments to be invoiced (accessible via de “Articles” section by clicking on the +) this is an indicator that the appointment has been: cancelled, marked as absent, deleted or already invoiced. Please verify on the therapist’ if the appointment is present and if it has not been billed inadvertently.
• It is impossible to bill a service for which no appointment has been scheduled. If the appointment that you would like to invoice is not displaying in the list of the appointments to be invoiced (accessible via de “Articles” section by clicking on the +) this is an indicator that the appointment has been: cancelled, marked as absent, deleted or already invoiced. Please verify on the therapist’ if the appointment is present and if it has not been billed inadvertently.
• The invoice’s template and the layout of the elements on it are fixed for all the clinics using Medexa. No customization or manual change is possible.