Invoicing from Orders

  1. If not using flow sheets, skip to step 2; otherwise, gather yesterday’s sheets and sort by patient name or by scheduled physician, then by patient name. If flow sheets are sorted by physician, include the Sched For ID in the search to make it easier to match paperwork to the computer.
  2. On the Orders screen, clear any previous search. Select unbilled orders by searching on Done = Done and D, P, I Status = Not Completed, (I)nvoices. (You should also periodically search for Done = Not Done to be sure that no orders are going unbilled because someone didn’t mark the Done field.) If your clinic has fully implemented work flow for an order, it is possible to also search by Status = Invoicing (or whatever your clinic calls the billing step). It is important to know your clinic’s approach to marking orders ready for billing in order to accurately find all the applicable orders.
  3. Check each order you want to select for the first invoice or click on the column header to select all.
  4. Click on Invoice (Alt+I). If your Billing module is set up for invoicing only, you will automatically go to Invoice Find (billing jump); otherwise, click on Invoicing. See Program Preferences for more information.
  5. If an appropriate invoice is available, click on the Continue button (Alt+C) to select.
    1. If no appropriate invoice is available, click Add a New Invoice (Alt+A). See Creating an Invoice for instructions.
    2. If more than one invoice is available, double-click on the appropriate selection, using the Note field information and the data at the bottom of the screen to help you decide.
  6. On the Charges to be Added screen, review the charges to verify that the correct information is included. Delete, edit, or add items as appropriate.
    1. To edit (white fields only): click in the field once; the cell is then outlined in black. Type the new data or use the drop-down menus to select a new entry.
    2. To delete: click in the desired line and press the Delete keyboard key.
    3. To add (use only if additional items were handwritten on the flow sheet): place the cursor on any charge in the list that has the date you want to use and select the Add/Copy Charge button. This creates a copy of the line you were on. Edit the Fee Code, quantity, and any other fields that are incorrect. You can also use the up and down arrows to create a new blank line when the cursor is on the last line.
  7. Write the Invoice Number and Total Net on the flow sheets (if using them) and click Commit Charges (Alt+M) to add the charges to the invoice. You may see various questions, warnings, or comments. Make any necessary corrections.
  8. If orders apparently destined for different invoices were tagged on the Orders screen, SYSTOC will finish one invoice, then ask if you are ready to bill the next set of orders. Answering Yes will display the Invoice Find screen again so you can select an appropriate invoice for the next batch. Answering No will return you to the Orders screen