Private Billing Administration

Use the Private Billing Administration window to manage invoices and associated transactions for privately billed services.

The Private Billing Administration window lists all invoices from the last 30 days and all charges without an invoice date. Charges raised without an invoice do not have an invoice date assigned.

The Private Billing Administration window is refreshed automatically every 30 secs. Click Refresh to update the data immediately.

For each invoice, the following details are displayed:
  • Bill To - the billing type to which the invoice is billed, for example, Private.
  • Invoice No - the invoice number.
  • Invoice Date - the date on which the invoice date was generated.
  • Patient Name - the patient's full name. To display the patient's full details or update any patient information, click View or amend patient details buttonView or Amend Patient Details.
  • Provider Name - the provider for whom the invoice was billed.
  • Payer - the full name of the person responsible for paying the invoice. To select a different payer, click Add Payer iconAdd Payer. This option is disabled if the invoice is billed to a billing type of Organization.
  • Payer Address - the address of the person or organisation responsible for paying the invoice.
  • Invoice Amount
  • Amount Paid
  • Balance Due - Invoice Amount minus Amount Paid plus any Write Off
  • Invoice Status - the status of the invoice depends on whether the invoice has been generated for the service, or the balance due, or if the invoice has been voided. An invoice might have one of the following statuses:
    • No Invoice - no invoice has been generated yet, but a charge may have been raised. All invoice-related fields will be blank if no billing information was recorded when the service was completed and the options are not available.
    • Paid - the invoice is fully paid.
    • Outstanding - the balance due for the invoice.
    • Void - the invoice has been voided or cancelled.
  • Invoice Transactions - a list of all the transactions for the selected invoice. The invoice transactions are also displayed on the printed invoice.

Processing invoices

In the Private Billing Administration window, use the following options to process an invoice:
Process invoices when private billing
  • Payment - accept payment for an unpaid or partially paid invoice. The Payment amount cannot be greater than the Balance Due amount.

    When you complete the payment, the invoice status is updated and a transaction of type Payment is added to the Invoice Transactions history.

    Payment cannot be accepted for a Paid or Void invoice.

  • Refund - refund any amount paid against the invoice. The refund amount cannot be greater than the amount paid.

    When you complete the refund, the invoice status is updated and a transaction of type Refund is added to the Invoice Transactions history.

  • Write Off - write off any balance due amount. The write off amount cannot be greater than the balance due amount. No Payer/Receiver or Payment/Refund method is recorded.

    When you complete the write off, the invoice status is updated and a transaction of type Write Off is added to the Invoice Transactions history.

Other invoice actions

In the Private Billing Administration window, you can also complete the following actions:
  • To view and reprint the selected invoice using the invoice template selected in Printer Assignments, click View/Print Invoice. In the Invoice window:
    • To send an invoice securely to a recipient linked to an SMD vendor and enabled for secure messaging, click Send Secure iconSend Secure. For more information, see Secure Messaging.
    • To submit a claim to Medicare for reimbursement or as partial payment, click Patient Claim iconPatient Claim.
  • To view the service encounter details for the selected invoice, click Encounter. If there is no invoice attached, you can also edit the charge.
  • To edit an invoice, by making it void and creating a new service record, click Edit Invoice and record a reason for the edit. Details of the original Service Record are displayed. After the details are edited and saved or a new invoice is generated, a new record is added to Private Billing Administration. The existing invoice is marked as void and the balance due is changed to 0.

    Invoices cannot be edited if any amount has been paid (part or full) against the selected invoice. Refund any paid amount before editing the invoice.

  • To cancel an invoice, click Void Invoice and record the reason for the cancellation.

    The Balance Due for voided invoices is set to 0. Invoices cannot be voided if there is any amount paid, either in part or full, against the selected invoice. First refund any amount paid.

    Voided invoices are printed with a VOID watermark.