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Every service provided to a patient - consultation, therapy session, lab test, clinical procedure, inpatient stay - needs to be recorded and billed correctly. The billing module ensures nothing is missed and that every invoice reflects the actual care given.

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Before You Start

  • You must have the Healthcare Administrator role to create and manage invoices.
  • Billing items must be linked to each service type (set up in Therapy Types, Appointment Types, and Lab Test Templates).
  • Healthcare Settings must be configured for your billing preferences.

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What Gets Billed in a Rehabilitation Center

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The Billing Workflow

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Registration Fee

If your center charges a fee for new patient registration:
  1. In Healthcare Settings → tick Collect Fee for Patient Registration
  2. Set the Registration Fee amount
  3. When a new patient is registered, a payment popup appears (if “Show Payment Popup” is on)
  4. The front desk collects the fee and records the payment

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Appointment Billing

Every appointment can be linked to an invoice. The “Appointments to Bill” number card on the workspace shows how many appointments are completed but not yet invoiced.

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How to Invoice Completed Appointments

  1. Open the Patient Appointment record
  2. Use the “Create Invoice” button (or go to Sales Invoice → New)
  3. Link the invoice to the patient’s customer record
  4. The appointment’s billing item and amount auto-fill from the Appointment Type configuration
  5. Collect payment and submit the invoice
  6. The appointment’s “Invoiced” field ticks automatically

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Therapy Session Billing

Each submitted Therapy Session has an “Invoiced” field. Sessions where “Invoiced” is unticked are awaiting billing. The rate per session is set in the Therapy Type record.

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How to Find Unbilled Sessions

  1. Go to Healthcare workspace → Rehabilitation → Therapy Session
  2. Filter by Invoiced = No and date range
  3. Create a Sales Invoice for each session (or group multiple sessions on one invoice for a patient)

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Lab Test Billing

Lab tests can be invoiced in two ways depending on Healthcare Settings: Option 1: Bill when the lab test is ordered
  • When the doctor orders a lab test in the Patient Encounter, the front desk immediately creates an invoice before the sample is collected
  • If “Process Service Request Only If Billing Status Is Paid” is on, the lab only starts processing after payment is confirmed
Option 2: Bill after results are available
  • The front desk invoices the test after results are approved and printed

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Inpatient Billing

For admitted patients, billing covers:
  • Inpatient Visit Charges: set up in Healthcare Settings → Inpatient Visit Charge Item - charged when a doctor visits the patient
  • Bed/Room Charges: configured as a service unit item - charged per day in the bed
  • Medication: drug costs charged separately
  • Therapy sessions: invoiced as normal per session
  • Lab tests: invoiced as normal per test
At discharge, the billing team creates a final consolidated invoice covering the entire inpatient stay.

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Fee Validity (Free Follow-ups)

When a patient pays for a consultation and returns within the valid window for a follow-up:
  1. The system creates a Fee Validity record when the first payment is made
  2. On the follow-up appointment, the system checks whether the fee validity is still active
  3. If valid: no consultation fee is charged for the follow-up
  4. If expired (past the valid days): normal consultation fee applies
This is configured in Healthcare Settings:
  • Enable Free Follow-ups: turn on to activate
  • Valid Number of Days: how many days the free follow-up window lasts
  • Number of Patient Encounters in Valid Days: how many free follow-ups are included

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Healthcare Settings: Billing Configuration

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Monitoring Billing

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Appointments to Bill (Number Card)

Shows how many appointments are completed but not yet invoiced. Check this every day to prevent revenue from being missed. Where: Healthcare workspace, top number cards

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Unbilled Therapy Sessions

Filter the Therapy Session list by Invoiced = No to find all sessions that need billing.

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Unbilled Lab Tests

Filter the Lab Test list by Invoiced = No to find all tests that need billing.

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Troubleshooting

An appointment shows in “Appointments to Bill” but no invoice was created The appointment was completed but the billing team did not create an invoice. Open the appointment and create the invoice. The patient was discharged but outstanding charges still show Either “Allow Discharge Despite Unbilled Services” is on (which allows discharge even with unpaid charges), or some charges were missed at billing. Check the patient’s invoice history and create any missing invoices. The lab test says “Invoiced” but the patient was not charged The invoiced field may have been ticked manually in error, or the invoice may have been cancelled. Check the patient’s invoice list in the BAS Finance module. I cannot create an invoice for a therapy session Check that the Therapy Type has a billing item set up and that it is marked “Is Billable”. If “Is Billable” is off for the therapy type, no billing is triggered.

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Best Practices

  • Invoice completed appointments same-day - the longer you wait, the easier it is to miss them
  • For inpatients, do a billing review every 2-3 days during the stay rather than leaving everything to discharge day
  • Turn on “Process Service Request Only If Paid” if your center requires upfront payment before therapy begins - this prevents unbilled services from accumulating
  • Use the “Appointments to Bill” number card as your daily billing checklist - when it reaches zero, billing for the day is caught up
  • If a patient is paying by insurance, confirm the insurance approval before the service is delivered and note the approval reference in the appointment or encounter