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: The creation date of the invoice (Can be edited if needed)
  • Due Date: The due date for the invoice (Can be edited if needed)
  • Invoice grouping: Invoice grouping on which the invoice has been attributed

    To note: The invoice grouping has the potential to affect the remaining value of the coverage allowance (if previously set in the selected invoice grouping)

  • Language: The language in which the invoice visual will be generated
  • Point of Service: Point of service in which the invoice and the elements are associated 
    • The Point of Service selected affects the following elements:
      • Clinic’s address displayed on the invoice visual
      • Point of Service to which the payments are attached in the revenue report
      • Pont of Service to which the invoice is attached in the invoice report
  • Self Employed-Employee: Self-employed employee associated with the invoice (to be assigned if needed)
    • The self-employed employee selected affects the following elements:
      • Self-employed employee’s name displayed above the Clinic’s address in the invoice’s visual.
      • Invoice and payments associated with a self-employed employee in the Self-employed report
  • Change invoice signatory: Option the allows to replace the signature displayed in the receipt (used as needed)
    • If this option is not used, the signature in the invoice will be automatically the therapist associated with the appointments invoiced
    • This option can be used if the clinic is invoicing just the items and would like to add a signature to the receipt
  • Bill to: Options that allows editing the party to whom the invoice is issued (to be used as needed) 
    • Patient: Choice selected by default
    • Parent: If a parent is registered in the patient’s file
    • Third-Party payers: The available choices are registered in the database via My Clinic > Billing > Third-Party Payers
      • If a Third-Party Payer is selected, this one will allow you to sort the invoice by the patient or the thrid-party payer on the account receivable report.
  • Refundable: If checked, this option removes the mention “Not refundable” in the invoice

    To note: The refunds are not supported by Medexa.
  • Display diagnosis/problem:  If checked, this option will display the diagnosis/problem assigned to the invoice grouping associated with the invoice. 
  • Description: All the information entered in this field will be displayed in the invoice’s visual
  • Tax: The taxes are calculated and counted in the total of the invoice according to the parameters of taxes, services and invoiced items 
    • Go to My Clinic to configure your taxes (via the Billing tab), services and items correctly.
    • The appointments and items taxed can be identified using an invoice icon with $ (to the right of the trash icon) once the invoice is created.
    • If the taxes are applied on the invoices’ total, these ones will be these will be ticked below the subtotal.
  • Payments: Consult the following article for more details on the payments: Add a 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 "Telus Actions"

  • Submit Claim: (coming in 2020)

Dropdown menu “Actions"

  • Send: To send the invoice/receipt to the patient by email.
  • View: To have an overview of the invoice’s visual
  • Cancel: To cancel an invoice
    • A cancelled invoice remains in the system and it is counted as a cancelled invoice in all the reports affected.
    • An appointment on a cancelled invoice can’t be billed again on another invoice.
    • The cancel action can be reversed by clicking on “Restore”
  • Mark as a loss: To count an invoice as loss
    • An invoice marked as loss remains in the system and it is count as a loss in all the affected reports.
    • An appointment on a loss invoice can’t be billed again on another invoice.
    • The mark as loss action can be reversed by clicking on “Restore”
  • Delete: To delete an invoice in the database
    • The invoice’ suppression is an irreversible action
    • The invoice’s number of a deleted invoice will disappear from the billing sequence of the clinic.
    • The action of deleting an invoice has the effect of:
      • Delete the applied payments on the invoice as if they had never been received
      • Put the appointment as non-invoiced to bill them on another bill
      • Return items to inventory as if they had never been charged

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.