Therapist User Manual - Invoicing

Therapist User Manual - Invoicing

    

         



Therapist Guide to Invoicing


Author:

Name:   Lauren Marshall

Title:     Corporate Network Operations Manager


Contents. 1

1.       Purpose. 2

2.       How to invoice. 3

3.       Query an Invoice. 7

4.       Viewing an Invoice. 10

5.       Troubleshooting. 12

6.       Invoice Remittance Advice. 16

7.       Version Control


1. Purpose


To provide a full  guide of how to invoice on the new VHG system. 


Creating an invoice relies on appointments and notes being completed in the system if this is not done that appointment cannot be invoiced for. Please see the completing and updating appointment guide for further information. 

2. How to Invoice











The charge set in the system at onboarding for each appointment type and therapy type so will automatically pulled through to the invoice. 


In no circumstances shall Vita Health Group be required to pay any invoice for such charges issued later than 60 days from the date of each appointment

3. Query an Invoice





4. Viewing a Invoice




5. Troubleshooting


Please make sure you have created all invoices for all of the sessions before you discharge the client. Discharging is the last thing you should do on the patient's file.

Unable To Create an Invoice for an Appointment 

An appointment will not show as chargeable/be able to be invoiced for if the note in the Health History has not been completed. Notes need to be completed within 48 hours of the appointment and after such time will lock. If you need us to unlock a note so you can fill it and then be able to invoice for it, please submit a support ticket. 

 

If you do find an appointment that does not appear on your invoices, please ensure that the appointment notes have been fully completed and saved.
You will be able to see the notes are fully completed and saved by the green tick.
Amending the Date Range

Please ensure if you are trying to invoice for appointments that are not on the current month, you do change the date range in the calendar




Appointment has not appeared as chargeable.

If the appointment does appear as ticked but the invoice has not appeared in your chargeable appointments, please check the following:

  1.  Check that the appointment has not already been invoiced for – You will be able to view this on your invoice tab. 



  1.  Occasionally there is a glitch in the system, where you may find you need to manual change the date range to the date of the appointment, for the invoice to appear. I.e. appointment for 15/05, please try and change the date range to 15/05-16/05
  1. The system can occasionally take a couple of days to sync for your invoice to appear


When creating invoices, the system will automatically create an invoice template with all of the relevant details pre-populated for you, including:

  1. All chargeable appointments within the given invoice period*
  2. All chargeable DNA appointments within the given period
  3. Automatically exclude charges already invoiced
  4. Quote the clients reference number and session date and time

*Please note that “chargeable appointments” are classified as appointments that have:

·         Occurred with the past 60 days, with an assigned client

·         Have been marked as attended by you and had session case notes completed on the system

·         Any confirmed appointment that was not attended or cancelled by the client within 24 hours of the appointment date. (i.e. a chargeable DNA).

 

Please be aware, you will not be able to invoice for appointment if you have added the attendance as the following:
  1. Appointment cancelled by therapist/VHG
  1. Patient cancelled within 24 hours/ DNA – I am not charging for this appointment
  1. Appointment cancelled by patient greater than 24 hours notice

 

If you think that something looks wrong on your invoice, please use raise a ticket here

6. Invoice Remittance Advice

You will receive your remittance advice from accounts for the appointments you have been paid for in that payment run.

All invoices that have been created on the system, will include a unique reference number, for example NWK001.

This will appear on your invoice remittance with a – and a number after this.

For example, NWK001-1, is referring to invoice 1 you have raised on the system, NWK001-2, is referring to Invoice 2 you have raised 

on the system. Please refer back to your invoices tab, to cross reference against your remittance advice.

7. Version Control

Version:

Date:

Summary of Changes

1.0

01/05/2023

New Document

1.1

15/05/2024

Including Troubleshooting and Invoice Remittance guidance


Head Office: Vita Health Group, 3 Dorset Rise, London EC4Y 8EN                                                                                                                                                                                                                                                                                                                                                                              Vita Health Group All Rights Reserved

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