Creating an Invoice

Invoices can be created from several places:

1. The Appointments Book

2. The Patients List

3. The Account Holders List

4. From within a Procedure record (based on the quote).

Creating an Invoice from the Appointments Book

Click on the Appointment of the patient to be invoiced.

Then either select Billing > Invoice or click on the Invoice button (the dollar sign) or right click on the appointment and select Invoice from the drop down menu.

The Invoice window will open as shown below.

Across the top right of this screen are 6 buttons which determine who this invoice is to be sent to i. e. which person or organisation is going to be responsible for payment.

The Account Type you have set for the patient, in the patient's demographics window, determines which of these is set by default. The keyboard shortcuts for these buttons are Ctrl +1-6. You can however over-ride these as a one-off (e. g. bulk-billing a usually private patient).

If the patient has an Account Type of Private, then the Self button will be automatically selected and the Account Holder for the patient will be displayed.

If the patient has an Account Type of Bulk Bill then the Bulk Bill button will be selected and Medicare will be designated as the Account Holder responsible for this invoice.

If the patient has an Account Type of Veterans Affairs then the DVA button will be selected and the Dept of Veterans Affairs will be designated as the Account Holder responsible for this invoice.

If the account is directed to DVA and the the number of kilometres travelled is specified, a further option is available to specify the Treatment Location.  There will be a choice of 'Hospital' or 'Home' if there is a value in 'Distance Travelled' and the Account Type is DVA.

Note: When Bulk Bill or DVA are selected, Genie uses the Medicare and Dept of Veterans Affairs accounts as described above. Any invoices to either of these accounts is automatically treated as a 'Bulk Bill' contact, meaning that a DB4 form will be printed for DVA, and a Bulk-Bill assignment form for Medicare, assuming you are electronically transmitting. If you are not transmitting electronically then Medicare does not allow you to print a DB4 form. You must use the manual vouchers.

The Workcover, Other and Health Fund button will need to be selected manually accordingly.

If billing to a Health Fund, there needs to be a corresponding Account Holder. If you attempt to bill a Health Fund without a corresponding Account Holder record, you will be asked if you would like to add one. Alternatively, an Account Holder record can be created or attached to a Health Fund via Open > Billing Items and clicking on the Health Funds button. Double click on the Health Fund of interest and click on the magnifying glass beside 'Account Holder'. This will then allow you to search for the corresponding Account Holder or create a new one for that Health Fund.