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Every service at the diagnostic centre generates a bill: consultations, scans, lab tests, and any additional charges. The billing workflow in the system is designed to ensure no completed service goes uninvoiced. The Appointments to Bill number card on the workspace dashboard gives a live count of completed visits that still need invoices. Who does this: Receptionist, Healthcare Administrator, Finance Staff

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Service Fees

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Creating a Patient Invoice

After a service is completed, go to the patient’s appointment record and click Create Invoice from the action buttons. Alternatively:
  1. Go to BAS > Healthcare > Patient Invoice and click New.
  2. Select the Patient.
  3. The system loads any uninvoiced services linked to the patient.
  4. Review the items (scan fee, consultation fee, lab test fee).
  5. Confirm the quantities and amounts.
  6. Add any additional line items (extra consumables charged separately, etc.).
  7. Click Submit.
Patient Invoice form showing the patient, date, service line items (CT scan fee, consultation fee), total amount, and payment section

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Recording Payment

After the invoice is submitted, record how the patient paid:
  1. From the submitted invoice, click Make Payment.
  2. Select the Payment Mode: Cash / Card / UPI / Bank Transfer.
  3. Enter the amount received.
  4. If the patient is paying in installments, enter the partial amount.
  5. Click Submit.
The invoice status changes to Paid when the full amount is collected.

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Collecting Multiple Services on One Invoice

If a patient had both a consultation and a scan on the same visit, add both services to a single invoice:
  1. Create the invoice for the patient.
  2. The system suggests all uninvoiced services linked to that patient.
  3. Select all relevant services.
  4. Review the combined total.
  5. Submit and collect payment.
This saves the patient from receiving multiple invoices for a single visit.

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Tracking Unpaid Invoices

The Appointments to Bill number card shows appointments with no invoice yet. For invoices that have been created but not paid:
  • Go to BAS > Accounts > Accounts Receivable for a full outstanding invoice report.
  • Filter by company “Scan Centre 1” and the date range to see all unpaid invoices.

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Fee Validity

If the centre offers packages where a patient pays once and can use a service multiple times within a validity period (e.g., a 10-visit package), this is managed through Fee Validity records. Go to BAS > Healthcare > Fee Validity to view and manage active fee validity records. The system runs a daily check and marks expired validities automatically.

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GST on Healthcare Services

Diagnostic and imaging services may have different GST applicability depending on the service type and applicable tax exemptions. Consult your accountant or tax advisor to confirm which services are GST-exempt and which attract GST. Configure tax templates in BAS > Accounts > Tax Templates accordingly.

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Cancelling or Amending an Invoice

If an invoice has an error:
  1. Open the submitted invoice.
  2. Click Cancel.
  3. After cancellation, click Amend to create a corrected version.
  4. Make the corrections and resubmit.
Do not edit a submitted invoice directly - always cancel and amend.

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End-of-Day Reconciliation

At the end of each working day:
  1. Check the Appointments to Bill number card. It should be zero.
  2. Run the Daily Cash Collection report for the day’s payment totals by mode (cash, card, UPI).
  3. Reconcile the cash in the drawer against the system’s cash payment total.
  4. If a pharmacy counter is running, close the POS shift (see the Pharmacy page).

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Patient Invoice Field Reference

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Best Practices

  • Invoice immediately after the service is completed, not at the end of the day. If a patient leaves without paying and no invoice has been created, the service is hard to trace.
  • Always record the patient’s payment mode. Cash and card must reconcile at end of day.
  • If a patient’s referral letter specifies that the bill should be sent to their employer, insurance company, or government scheme, do not collect payment from the patient. Create the invoice addressed to the third-party payer.
  • For corporate or insurance patients, confirm pre-authorization before performing expensive scans (CT at ₹10,000, MRI at ₹15,000). Record the pre-authorization number on the invoice.