Invoice Types - When to Use Each, and from Where

In MediRecords, billing is designed to be flexible so it can support the wide range of services delivered in your practice. To make this possible, MediRecords offers three types of invoices - Standard Invoices, In-Patient Invoices, and Multi-Patient Invoices - each built to suit different billing scenarios. Whether you’re managing everyday outpatient services, invoicing for in-hospital care, or claiming for multiple patients at once, MediRecords has a solution that simplifies the process.

Each invoice type can also be issued with or without tax, giving you full control over compliance and financial accuracy. In this article, we’ll explain each invoice type in detail, outline when to use them, and walk you through examples so you can bill confidently and efficiently.

There are three MediRecords invoice types:

1. Standard Invoice
2. In-Patient Invoice
3. Multi-patient Invoice

Each of these types can also be split into two sub-categories; With Tax and Without Tax. Each of these types is explained below, along with examples.

1. Standard Invoice:

A Standard Invoice is available for private and non-private billing and can include both GST and GST Free items. Standard Invoices are used for all outpatient services.

Standard Invoices can be created from the Appointment Book, Accounts tab in a Patient Record, Sales screen, and Waiting Room:

Appointment Book - 

Sales Screen - 

Waiting Room - 

As below, these invoices can include GST and Non-GST items. If the invoice is being processed as a claim, e.g. BB, DVA, PCI/PCS, only the rebate-eligible items will be transmitted as part of the claim.

Required fields will include:

1. Patient Name (Auto completed if created from appointment book, patient accounts tab, or waiting room)
2. Billing Provider
3. Bill to (Patient, Head of Family, Contact (Other), Medicare, or DVA)
4. Schedule
5. Service Date
6. Item Code

Standard Invoices with FREE and GST items will be printed on the one invoice template:

2. In-Patient Invoice 

An In-Patient Invoice is to be used for services performed for patients that are in hospital and, as with all MediRecords invoice types, can include both GST and Non-GST items.

In-Patient Invoices can be created from the Accounts tab of a patient's record, or the Sales screen.

As this invoice is designed for in-hospital services, additional information will be required to process these invoices including:

1. Patient Name (Auto completed if created from appointment book, patient accounts tab, or waiting room)
2. Billing Provider
3. Bill to (Patient or ECLIPSE Health Fund)
4. Claim Type
5. Referral
6. Facility
7. Financial Consent
8. Admission Date
9. Financial Interest Disclosed (Checkbox)
10. Service Date
11. Item Code/s

NB: If the In-Patient Invoice is being processed as a Patient Claim, upfront payment will be required. If the invoice is being processed as an ECLIPSE claim Agreement (AG) or Scheme (SC), the Bill To must be set to the patient's Health Fund, and the Claim Type must be set to AG or SC. Users Require Specialist Subscriptions and PRODA enabled to access this feature

3. Multi-Patient Invoice:

A Multi-Patient Invoice is available for billing multiple patients at the same time for identical item codes and service dates. This feature is only available for billing to Medicare or DVA.

This invoice type can be created from the Sales/Debtors page or Patient List:

Sales/ Debtors:

1. Navigate to the Sales screen (Accounts, Sales). Select New Invoice, followed by New Multi-Patient Invoice

2. Search for and select the patients you would like to add to the invoice

3. Once you have added all relevant patients, the invoice can be submitted as a claim to Medicare or DVA only. 

Patient List:

1. Select the Patients tab at the top of your MediRecords screen:

2. Select the Select All Checkbox, followed by More and Create Multi-Patient Invoice:

3. All selected patients will be added to the invoice. You can then select the Information Icon to run an OPV Check.

Information highlighted in GREEN is valid, while details highlighted in RED are invalid and may require updating before processing the invoice:

If you require assistance contact MediRecords Support on 1300 103 903 during business hours or email us at support@medirecords.com.