Adding Items to an Invoice

Once you have determined which patient or organisation is going to be responsible for the invoice, you can add the item/s to it.

If the invoice has been created from the Appointments Book, and the doctor has specified the item numbers to charge (see Specifying a Fee to Charge), then there will be item/s and messages listed in the Item/s to Charge box at top right of the  invoice screen.

If any of these items do not need to be added to the invoice, for whatever reason, then they must be removed from this box by double clicking on them before clicking the Add Item to Invoice button.

When you click the Add Item to Invoice button you may be prompted regarding Inpatient or Outpatient services, if this is not relevant then it can be turned off in the doctor's User Preferences by ticking the 'I do not bill inpatient services through the appointment book' in the Clinical tab.

The fee that is entered is in accordance with the Account Type specified in the patients demographics window. If it needs to be changed for any reason then you can simply click into the fee field and change it. In this example we would change the ECG fee to be the rebate amount as specified in the message in red.

If you do not know the fee, then you can double click on the item which will bring up the item window with all the fees listed at right.

If you need to add another item other than those specified in the Item/s to Charge box or the doctor has not specified the item/s to charge, then click the Add Item to Invoice button to open a new item window like the above. Enter the item number and press the TAB key. Genie will insert the appropriate fee for the Account Type of the patient, depending on what is specified in the patient's demographics, i.e. Private, AMA, Schedule etc.

If this is not the fee you wish to charge this time then simply click on the word of the fee you wish to charge on the right hand side. eg. if you had a Private patient that you wanted to charge rebate fee as a one off, click on the word Rebate on the right and it would put the rebate fee in the Amount field.

If any items requires the No. of Patients Seen to be entered, like home/hospital visits, then you can enter this in the field to the right of the item number. Similarly, if the item requires multiple quantities, these can be entered in the Quantity field which prevents you from having to enter the same item number multiple times.

Note: when using Quantities, the Amount field will still display the amount per item not the total amount for all quantities.

Once you are done, click the Save button to add this item/s to the invoice.

Inserting Private Fees on the Fly

When you first start using Genie, the items in the Billing Items table will only have the Medicare Schedule and Rebate fees filled in.

You can open the Billing Items table (Open > Billing Items) and insert your own private fees/descriptions at any time, however you can also do this on the fly as you are creating invoices.

In the new item window note that the various fees are displayed on the right-hand side of this window.

You can click into these fields and enter your usual Private Fees.

These will be saved so that the next time you invoice this item the appropriate fee will be automatically inserted.

Similarly, you can change the text in the Description field either permanently, by editing as appropriate and saving the invoice or just for this item by ticking the Description for this Invoice item ONLY.

Note: If you cancel the invoice, none of the above changes will be saved.