Ad Hoc Invoicing allows you to invoice a particular client at any time and will allow you to include visits that have not yet been invoiced. Ad Hoc invoicing only works with Client Individual & Funder Individual invoicing models (established when you create a Funder under the Accounting Global Settings); there is no ad hoc invoicing for Funder Batched. This is most appropriate for point of sale services or when closing out an irregular period for a client, in case of an unexpected service discharge. Ad Hoc invoices are generated manually from the client's accounting section.
Billing Periods should be used for any Funder Batched invoicing model, including CCAC Funders, or any funders that are billed on regular intervals. It can be used with all types of invoicing models. Billing Periods allow you to set up a start and end date of the eligible visits/premiums to include and decide which Funders, Service Departments, and/or Patient Groups to include. There is an assumption in Billing Periods that you're finalizing the invoices for the whole set of clients/funders roughly at the same time.
Invoice Splitting Rules: Whether you're using ad hoc invoicing or billing periods, Invoices are generated and split down various lines: invoicing model, payer, then payment method.
Ad Hoc Invoicing Overview
When to Use Ad Hoc
- Point of sale services: e.g. walk-in clinics, where you're invoicing immediately for the visit
- Irregular billing intervals or cash flow issues: e.g. if you bill as soon as there are enough visits approved to reach a certain threshold, you can use ad hoc invoicing to invoice as needed.
- Account close-out: e.g. if a client passes away or is discharged for other reasons, you can generate their final bill outside of a billing period, even if you typically bill them on a regular cycle.
1. Select the Visits to Invoice - When you visit the Ad Hoc Invoicing tab of a client's accounting record, you'll see a list of "Visits to Invoice".
This list shows the following visits:
- Visits that have not been invoiced before in either another ad hoc invoice or in a billing period. If a visit was voided on a previous invoice or was on a deleted invoice, it will be available for invoicing again.
- Visits of funders with the invoicing models Client Individual or Funder Individual. Visits that are batched for multiple clients on one invoice cannot be invoiced outside of a billing period.
- Visits whose start date & time is before now. Visits that are still in progress will be included, but those in the future cannot be invoiced.
- Visits that are 'approved' and 'not approved'. Visits that are 'rejected' will not be included.
- Visits that billable. Cancelled, non-billable visits will not be listed.
2. Generate an Ad Hoc Invoice and review the line items on the Draft Invoice
A Draft invoice will be generated, displaying the visits you selected and any billable premiums associated to those visits. If a visit or premium needs to be edited, this can be done while the invoice is still in DRAFT as outlined above.
Note: If you close the invoice by clicking the Back to Invoices button at the top of the invoice, you can find it again in the Invoices tab of the client's accounting record.
I missed a visit when generating the invoice (and it's still in Draft)?
Using the action menu at the top of the invoice (you must have the Draft version Invoice open), simply Delete (6) the invoice. All the visits will be available to be invoiced again from the Ad Hoc Invoicing tab. An invoice cannot be deleted if it is not in Draft status. Note: when you delete an invoice that invoice number will not be reused and the next invoice you generate will have a new invoice number (increaing by 1).
3. Once satisfied with the Invoice, Mark as Sent from the Action Menu (this will protect the invoice from being regenerated or deleted)
A notification dialog will be presented for you to confirm that you are ready to mark the invoice as sent. Once you confirm Ok you will see a confirmation appear.
I missed a visit when generating the invoice (and it's already Sent)?
Option 1: Start at step 1 and generate a second separate invoice following the same instructions above that you did to create the first.
Option 2: If the client prefers it in one invoice, you can Void (5) the original invoice from the Action Menu. Note that you will receive a confirmation warning to proceed and Void the invoice. All visits from that invoice will be available to be invoiced again from the Ad Hoc invoicing tab. Simply generate a new invoice with all the visits you want. Note that you cannot Void a Draft invoice.
Void Invoices will be maintained in the system for your records while all visits from that invoice will be available to be invoiced again from the Ad Hoc invoicing tab
You cannot un-void an invoice. The invoice number will continue to increase count. If I were to then create a new invoice with the original visits and the additional visits/rpemiums I had originally missed, the invoice number would increase by a count of one and invoice # 1007 would be generated.
4. Export the invoice to send to the Payor
Option 1: Export the Invoice from the Action Menu within the Invoice.
Option 2: Export the Invoice from the Client's Accounting Tab at the Invoices list view.
Note: although you can export an Invoice when it is in Draft (for review from the actual invoice) it is recommended that you Mark the Invoice as Sent if this version of the Export is being used for billing the Payor - complete Step 3 and then Step 4.
You can choose to email the invoice by selecting the email option for an invoice in the Invoices list view. The dialogue box will allow you to choose to email; the patient, one of the patient's contacts, or a different email altogether.