How To... & Reference articles

Creating the Invoice

Select the patient
Go to the Stock Used tab
Select 'New'. If the patient has had more than one referral (operation event) select the correct one.
Click on the 'Operation Information' button to check the theatre information is available.

Times are sourced from the Theatre Register function in the Hospital Booking program. The 'Description' is the text that was originally entered when the operation was booked. This data will be used on the invoice and as it may not be the same as the operation that was performed you may need to modify the text to suit. 'Cancel' to exit back to the stock entry screen.

Proceed to enter information in. Note that depending on who the funder is will determine the items that you need to enter. For example:Contract – One (DRG) code covers all theatre, accommodation, prostheses and medical materials costs but may not cover additional services (special entertainment etc.)

3^rd Party – Requires MBSE procedures, theatre band, accommodation band, prostheses

Self-funded – Requires all items including theatre times, accommodation, medical materials, prostheses, and all other items or services used or consumed.
Check that the Billing Type is correct. This is displayed at the top of the form. If it is not correct exit out of the Stock Used tab and go to the Details of Referral and edit the relevant referral to select the correct one.

In the Date column enter the date that the service was provided (or press Enter for today's date)
In the Code column enter part or all of the code for the item you want to choose, then press Enter. If there is more than one item that starts with the code that you have entered you will be shown a list for you to select the correct one from.

If the item you have selected has differential pricing depending on the number that have been used or consumed, you will be given a selection showing the pricing steps.

The Description column will display the text of the item selected. If you don't know what code you can type in some of the text of the description (press Enter) and it will search all the item descriptions. Be aware that this method is slower to search as it is looking through a lot more text.

The Annotation column displays text that is relevant to the item. It does not display or print on the invoice. The annotation text cannot be altered from this screen. An ad-hoc comment can be added to the invoice using the Annotation button on the Operation Invoice screen. The MBSE procedure items will have the relevant Theatre and Accommodation bands annotated (e.g. '6, AS' means Theatre Band 6 and Advanced Surgical) so that the operator can enter the correct additional item codes.

The Qty (quantity) column defaults to '1'. You can over-type the value if you have consumed more than 1 of the items.

The 'Total Price' column calculates the Price of the item multiplied by the quantity.Note that the value can be over-written, but, you should have a very good reason to alter the value that was inserted. This will not affect the default value of the item in the Inventory module.

The '3^rd Party' column allows you to allocate the cost of an item to a third party rather than patient. This enables two invoices to be produced with items specific to the relevant parties.

Continue entering the items.Note that the order that you enter the items in this form will not determine the order of them on the invoice – the format is predetermined.

You can save the items entered at any time, and resume at the later stage, by clicking on the OK button.

Discharge Validation – allows you to check to see if the patient and operation data is complete. This is the same report that runs from Hospital Booking -> Reports -> Discharge Validation report

Coding – allows you to enter Diagnostic or Procedure codes that can be used for Clinical Coding. The data is entered into and can be viewed from the Audit tab on the patient's file.

Allocate – if the operation is being performed within a contract arrangement this option allows you to allocate a credit sum to a sub-contractor (surgeon, anaesthetist) which is to be paid when the invoice is receipted.

3^rd Party Only – allows the creation of a second invoice to a 3^rd Party using the values that have been inserted into the 3^rd Party column.

Once you have completed the entry of stock and services you can then proceed to produce the invoice. Click on the Operation Invoice button.

Change the Invoice Date if you wish it to reflect the Operation Date. Remember that many of the financial reports can report on either Invoice date or Operation date.

Enter an Annotation if you want to insert a comment onto the body of the invoice.

If a prepayment has been taken for this operation a form will appear prompting you to select the prepayment that will appear as a deduction from the invoice.