Billing Episodes

After creating a Patient, you will need to create a Billing Episode for the patient.

The purpose of a Billing Episode is to regroup all the appointments, invoices and payments concerning a patient's treatment case. If needed, you will also be able to define the coverage with a third party payer and track the coverage usage during the treatment period.

Note:

• A patient can have multiple Billing Episodes active simultaneously.
• A patient must have at least one active Billing Episode in order to book an appointment.
• Once a patient has completed his treatment plan, you may close the Billing Episode by archiving the episode.

Create a Billing Episode

There are 2 ways to create a Billing Episode:

Method #1 (When booking an appointment)

You will be prompted to create a Billing Episode immediately after you created a new Patient, or before you book an appointment with an existing Patient, you can click on Create a new Billing Episode.

Simply follow the on-screen instructions to create the Billing Episode. The title of the Billing Episode is the only mandatory field. You may give it any name you wish. 

Press Save Changes when finished.

Method #2 (From the Patient's file)

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

1. Open the patient’s file
2. Click on the “Billing Episodes” tab
3. Click on the (+) in the top-right corner
4. In the “Title” field, type in the name you wish to give to the Billing Episode.
   1. The Billing Episode’ title is determined by the clinic according to their preferences.
5. The Billing Episode start date will be set to the current date by default.
6. Fill out the other fields, if desired
7. Click on Save Changes

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

To consult a Billing Episode

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

1. Open a patient’s file
2. Click on the “Billing Episodes” tab
3. Click on the Billing Episode you wish to view

To edit an Billing Episode

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

1. Open the patient’s file
2. Click on the “Billing Episode” tab
3. Click on the Billing Episode you wish to edit
4. Click on the pencil’s icon in the Information section.
5. From the window “Edit Billing Episode” and change the information desired
6. Click on “Save Changes”

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

To move an invoice from one Billing Episode 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 Episode” tab
3. Click on the title of the Billing Episode where the invoice is currently located 
4. Go to Invoices
5. Find the invoice to be moved and open the invoice
6. Under dropdown menu “Billing Episode”, select the Billing Episode where you want to move the invoice to
7. Click on “Save Changes”

Note: 

• No item can be added, deleted or edited in a billing episode once archived.
• The archived billing episode can be viewed at any time in the “Archives” tab.

To archive a Billing Episode

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

1. Open the patient’s file
2. Click on the “Billing Episode” tab
3. Click on the Billing Episode you wish to edit
4. Click on the pencil’s icon in the Information section.
5. In the window “Edit Billing Episode”, verify that the information related to this Billing Episode is correct
6. Click on the button "Archive" at the bottom right.

Note: It is impossible to archive a CNESST billing episode.

To consult an archived Billing Episode

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 “Billing Episode” section, click on the Billing Episode you wish to consult

To restore an archived Billing Episode

If for some reason you need to restore a billing episode that has been archived to add, remove, or edit items, you can restore it by following these steps:

In the "Clients" section of the left menu, search for the patient in question.

1. Open patient file
2. Click on the “Archives” tab
3. In the “Billing Episode” section, click on the Billing Episode to restore
4. Click on the pencil icon in the Information section.
5. In the "Edit billing episode" window, click on the "Restore" button at the bottom right.
6. Billing Episode will be placed in “Billing Episode” tab and now you can add, delete or edit any item.