Invoice Types - When to Use Each, and from Where

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, In-Patient, and Multi-Patient, each built to suit different billing scenarios. Each invoice type can also be issued With Tax or Without Tax, giving you full control over compliance and financial accuracy.

Contents:

1. Standard Invoice
2. In-Patient Invoice
3. Multi-Patient Invoice
4. Troubleshooting

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:

• Appointment Book
• Accounts tab in a Patient Record
• Sales screen
• Waiting Room

If the invoice is being processed as a claim (e.g. Bulk Bill, DVA, or Patient Claim Interactive/Statement), only the rebate-eligible items will be transmitted as part of the claim.

Required fields include:

• Patient Name (auto-completed if created from the Appointment Book, Patient Accounts tab, or Waiting Room)
• Billing Provider
• Bill To (Patient, Head of Family, Contact (Other), Medicare, or DVA)
• Schedule
• Service Date
• Item Code

In-Patient Invoice

An In-Patient Invoice is used for services performed for patients who 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:

• Accounts tab of a patient's record
• Sales screen
• Patient Dashboard > Invoice icon
• Appointment pop-up > More > New In-Patient Invoice
• Waiting Room > Billing tile > $ icon > New In-Patient Invoice

As this invoice is designed for in-hospital services, additional information is required to process it, including:

• Patient Name (auto-completed if created from the Appointment Book, Patient Accounts tab, or Waiting Room)
• Billing Provider
• Bill To (Patient or the patient's Health Fund)
• Claim Type
• Referral
• Facility
• Financial Consent
• Admission Date
• Financial Interest Disclosed (checkbox)
• Service Date
• Item Code(s)

For an In-Patient Medical Claim billed via a Health Fund Agreement or Scheme, Bill To must be set to the patient's Health Fund, and Claim Type must be set to Agreement (AG) or Scheme (SC). This is different to other claim types:

• Bulk Bill: Bill To is set to Medicare
• DVA: Bill To is set to DVA
• Patient Claim Interactive: Bill To is set to Patient, with the Online Patient Claiming checkbox ticked

If the In-Patient Invoice is being processed as a Patient Claim, upfront payment will be required.

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 invoice type can only be submitted as a claim to Medicare or DVA.

This invoice type can be created from the Sales screen or the Patient List:

Sales screen:

1. Navigate to Accounts > Sales.
2. Select New Invoice, followed by New Multiple Patient Invoice.
3. Search for and select the patients you would like to add to the invoice.
4. Once you have added all relevant patients, the invoice can be submitted as a claim to Medicare or DVA.

Patient List:

1. Select the Patients tab at the top of your MediRecords screen.
2. Select more than one patient, then select More > New Multiple 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.

Troubleshooting

Can't find the option to create a New In-Patient Invoice

Cause: In-Patient Invoices require a Specialist Subscription and PRODA to be enabled for your practice. Without these, the New In-Patient Invoice option will not appear.

Resolution: Confirm your practice has a Specialist Subscription and PRODA enabled.

Escalate: If a Specialist Subscription and PRODA are already enabled and the option is still missing, contact MediRecords Support.

Can't find the option to create a Multi-Patient Invoice

Cause: Multi-Patient Invoices require PRODA and web services to be enabled for your practice. Without these, only the standard New Invoice option is available.

Resolution: Confirm PRODA and web services are enabled for your practice.

Escalate: If PRODA and web services are already enabled and the option is still missing, contact MediRecords Support.

Patient details show in red on a Multi-Patient Invoice

Cause: Details highlighted in red on the OPV Check are invalid and may require updating before the invoice can be processed.

Resolution: Select the Information icon against the affected patient to review and correct the invalid details.

Escalate: If a patient's details still show as invalid after updating, contact MediRecords Support.

Further Reading

• Manual Invoicing - Medicare, DVA & ECLIPSE: Quick Guide
• Centralised Billing