Creating a private bill
How to bill patients privately from within an Encounter or outside an Encounter
Sarah avatar
Written by Sarah. Updated over a week ago

You can bill a patient directly for any service that the patient is responsible for paying, regardless of whether or not they may be reimbursed later. For example, services that are not covered by provincial insurance such as sick notes, or products such as orthopedic implants. For more information on private billing, see Private Billing.

There are two ways to create a private bill - from within an encounter and from outside an encounter.

Within an encounter

Steps

  1. Within the Billing Items section of the Encounter note, click +Add Private Billing. A New Bill window opens.

  2. Ensure that the correct Billing Practitioner is entered. For providers, your name will default. If required click to change the practitioner.

  3. Add or search for a Code and Description.

    📌 Note: Create or edit your own products or non-insurable services list (see Adding private billing products and services).

  4. Add a Base Price. If you use a preset list, the Base Price auto-fills.

  5. If the service or product requires HST, select the HST checkbox.

  6. The Date of Service defaults to the date of service set in the encounter note. If required click to change it.

  7. Click +Add Diagnosis to search and add a diagnosis code.

    📌 Note: Diagnosis codes added to the billing item are saved only in the billing item.

  8. Click Save. The private billing item appears within the encounter.

    💡 Tips:

    • To edit the bill, click it.

    • To delete the bill, click the trash can icon.

  9. You must sign the encounter for the bill to appear in the Balance Due and Private Billing sections of the patient chart.

Outside an Encounter

Steps

  1. Within the patient chart, click the Quick Menu or Start/Open button.

  2. Click Private Billing. The Private Billing section opens.

  3. At the top-right, click + Add Item. A New Bill window opens.

  4. Ensure that the correct Billing Practitioner is entered. For providers, your name defaults. If required click to change the practitioner.

  5. Add or search for a Code and Description.

    📌 Note: Create or edit your own products or non-insurable services list (see Adding private billing products and services).

  6. Add a Base Price. If you use a preset list the Base Price auto-fills.

  7. If the service or product requires HST, select the HST checkbox.

  8. The Date of Service defaults to today's date. If required click to change it.

  9. Click +Add Diagnosis to search and add a diagnosis code.

  10. Click Save. The bill appears under All Payments and the Balance Due in the patient header is automatically updated.

    💡 Tips:

    • To see the bill details, click Balance Due in the header of the patient chart.

    • To edit the bill, click it.

    • To delete the bill, click the trash can icon.

Updated January 05, 2023

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