Invoice Workflow

ClinicYou gives you flexibility to create and manage invoices. Here are some core functionalities to consider whilst deciding what works for you.

Appointment Related Invoice Generation

• ClinicYou creates 'invoice items' when an appointment is made by default.
• These invoice items are displayed on login page to all clinic staff, so that you never forget to generate invoices (see -1- in the image below).
• When there are invoice items to deal with, invoice tab will display a dropdown list of patients that you need to create invoices for (see -2- in the image below).

• By default, invoice items for today's appointments or past appointments are displayed. You have the option to display future appointments invoice items by clicking the checkbox, so that you can generate invoices immediately if desired.
• In addition, you can turn of this auto-invoice facility - this is strongly advised if you are not using ClinicYou to invoice patients.

Manually Generating Invoice Items

There are two ways to manually generate invoice items:

• Whilst in the patient's medical records, click the Dollar sign in the top menu bar (see -1- in the image below) and enter relevant details. Items entered here will be automatically added to a list that is available to everyone.
• Expand the actions buttons on the EMR notes entry and click the Dollar sign button (see -2- in the image below). This will generate an invoice item with the notes context as the line description - e.g, Walk in Clinic Appointment.

Generating an Invoice Item on Saving a Note

In addition to above workflows, you can also choose to create an invoice item when saving the medical notes. Check 'create an invoice item' box on the Note popup.

Processing Invoices

Once an invoice is generated, you can view the invoice by clicking the invoice number, from where you can print or email the invoice. You can mark the invoice as sent and record payment by clicking the relevant components on the right of the invoice row. If you use third party medical billing service, you have the option to download a PDF with all the invoice data on a single page to send to them. The download action automatically marks the invoices as sent.

We will soon have online payment facility associated with invoice workflows.

Updated on: 27/03/2025