Here we will review how to create a Private invoice for 3rd Party within Ontario.
You can check out this short video HERE.
A Private or 3rd Party Invoice pertains to any type of invoice that is not being sent to the MOH for OHIP bills. This can include, and not limited to private insurance, uninsured patients, UHIP, IFH and medical form completion that is not covered by OHIP.
For uninsured patients, an invoice can be created by clicking on the B from a scheduled appointment:
However, for some private items, such as a Doctor's Note, or Form Completion, this may be billed to the patient after an invoice for OHIP has been generated. In this case the B on the appointment would no longer be available. By clicking on the M from the appointment, the Create Invoice option on the left side can be used to populate the invoice page:
Finally, if the private invoice is being billed right after the OHIP invoice, the + on the invoice creation page can be used to load the same window for a second invoice:
When creating the invoice, the Bill Type needs to be updated to 3rd Party:
This will load the Private billing form automatically.
Please note, for patients that have OT entered in their Master Record as their Health Card Type, will load the Bill Type of 3rd Party automatically.
If billing from the patient's Master Record, or from a patient search window, the Billing Provider and Service Date may need to be entered, please review the top bar of the invoice prior to saving.
Service Codes can be selected from the billing form on the right, or they can be searched from the Service Code box to add them to the invoice page:
You can click here to learn how to create new private service codes: Private Codes and Private Form
Now payments can be applied a couple of different ways while creating the invoice:
Please note that a Discount works in the same manner as a payment, and any discounts applied will be subtracted from the Total.
The payment method will be located on the left hand side:
The default payment type is Cash, if using a different method, it can be selected from the list for tracking purposes.
There is an option to add messages to an invoice by typing in the box and clicking off to include on invoice:
Please note, there is an option of adding a footer to all private invoices, such as entering in an email to send all Electronic Money Transfers to for processing. This can be done by going to Administration > Billing > Billing Settings:
Going back to the invoice, the 3rd Party invoice will load with a checkmark on Print beside the Save button, and a checkmark will be applied to Settle automatically if a full payment is applied during invoice creation:
There is also an area for Bill To and Remit To addresses to be entered, as well as an address book to store additional addresses to be used for any patient.
The Bill To loads as the patient information and the Remit To will load as the clinic information.
By clicking on Add/Edit Address, a new window will load to be able to store addresses. This can be used for example a private insurance company, or a lawyer's office, or you may store the clinic address with multiple doctor's name at the top to make it more personal/professional.
Please note that there is now a default Remit To option available within the Billing Settings that can over-ride the system's clinic address and populate automatically on all 3rd Party invoices.
New locations can be added in the new window by entering in the information and hitting Save:
An address can be edited by searching for it in the window to load and make modifications:
Once a location is added to the address book, it only needs to be searched on the invoice to add it:
The Bill To and Remit To boxes can be manually typed into as well, but storing an address in the address book will allow you to be able to use it again without having to typing it all out.
Please reach out to Support with any questions, help@osarprodesk.ca