Invoicing zero charge appointments

Hi Karen,

Thanks for the query. I’m part of the product and development team here and it would be helpful to learn a little more about this. We’re always eager to hear from people and gather their opinions on how we can help best.

I understand that when patients return to the desk, that checking any created invoice is a common method to understanding the work done today and what is required from the patient before they leave. We don’t allow the creation of an invoice when there are no charged treatments of any value to charge, meaning you cannot raise a zero value invoice. 

I wanted to ensure we were addressing the actual problem here and that what is required is clarity for the reception team as to what work has been carried out today and what is required from the patient in terms of payment or future appointment booking. I’m not sure that creating 0 value invoices is really the best solution here and perhaps there is a better way of solving the real problem.

How would this problem be best solved for you and what information would you find most helpful when the patient returns to the desk?  

For us if a patient has come in for something random but then only has an exam and it is claimed in the PRSI (so there is no patient charge) then nothing goes through to reception so they don’t know if nothing was done, an exam needs claimed, or I just haven’t clicked a charge across yet? Even if PRSI exams raised an invoice without other zero value invoices that would be great.

Thanks, Karen

Also I know we can check the PRSI records etc to see what needs claimed but as much as anything an invoice generated lets reception know that I am done, that I’m not sending out another charge.  other than that it’s constant “just exam?” chat messages in and out

Today a patient attended for a filling. Her PRSI exam was done in March but unable to be invoiced. This exam then was invoiced today when the filling charge was clicked though. Reception saw filling and PRSI exam. When receptionist went to welfare partners website it showed that the patient was not qualified for an exam (because it had been claimed in March already). Can you see the confusion this can cause. Our receptionist is very experienced but with a less experienced staff member they may have attempted to charge a private fee for this exam.

Also it does mean that some patient who come once/twice a year with no treatment will have this years exam on an invoice next year when next cleaning is done and this may cause confusion about what the patient has actually had done and when.

Surely it must be possible to create an invoice for a PRSI exam at the time of creation?

Thank you,

Karen

Hi Karen, 

I see the issue, thanks. We’re discussing internally the best way to surface the treatment carried out on each visit.

In the above scenario, of having this year’s exam on next year’s plan with a chargeable item, that will be if the treatment is carried out on the same plan, yes? Otherwise the exam for the chargeable treatment would not be charged alongside the zero value treatment?

It would be for example if a patient has an cleaning (chargeable) a day (or an hour!) before the exam with a different clinician, the s+p is charged but the exam remains uncharged until the patient returns for their next s+p in 6mths when it appears on the invoice. I do understand a new treatment plan could prevent this particular scenario but ideally 1 exam and 2 s+p are one treatment plan

Could it not be possible to have it as a billing option which could be switched on/off as different people prefer - zero charge can generate an invoice or not as an option?

thanks for taking the time to think about this issue, we actually are finding it quite frustrating!

Karen