> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Billing and Finance
> How to invoice patients, collect payments, and manage the financial records of the Diagnostic and Scan Centre - from single-service invoices to combined scan and lab billing.
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
***
## Service Fees
| Service | Standard Fee |
| --------------------- | -------------------------------------- |
| Doctor Consultation | As configured per practitioner |
| X-Ray | ₹2,000 |
| Ultrasound (USG) | ₹1,500 |
| CT Scan | ₹10,000 |
| MRI Scan | ₹15,000 |
| H1B1 Blood Test | As configured in the lab test template |
| Hemoglobin Blood Test | As configured in the lab test template |
| Pharmacy (medicines) | POS invoice at point of dispensing |
***
## 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**.
***
## 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.
***
## 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.
***
## 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.
***
## 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.
***
## 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.
***
## 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.
***
## 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).
***
## Patient Invoice Field Reference
| Field | Purpose |
| --------------- | ---------------------------------------------- |
| Patient | The person being invoiced |
| Company | Scan Centre 1 |
| Date | Invoice date |
| Service Items | Each service with its fee amount |
| Discount | Any discount applied to the total |
| Total | Sum of all service items |
| Payment Status | Unpaid / Partially Paid / Paid |
| Payment Entries | Linked payment records showing mode and amount |
***
## 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.