Creating bills for patients and third parties

You start bills for patients and third parties similar to how you start bills for MSP. You can start a patient bill:

From the billing list. See Creating bills from the billing list.

For a patient who is not on the billing list. See Creating bills for patients without appointments.

From a SOAP note. See Billing from SOAP notes (providers only).

The following section describes how to bill a patient or a third-party bill for a patient who is not on the billing list.

Steps

1.

From the Wolf EMR home page, click Billing .

2.

In the provider list, select the patient’s provider.

Note: If you are the patient’s provider, your name is populated by default.

3.

If you are creating a bill for a day other than today, click Calendar, and then click the Service Date.

4.

Click New Bill. The Patient Search window opens.

5.

Search for the patient and then double-click the patient’s name. The patient’s name displays tin the New Bill Patient field.

6.

Enter bill details similar to how you would for an MSP bill. See step 5 and step 6 in Creating bills from the billing list. The following table outlines exceptions for bills to patients and third-parties.

Field	Description
Bill To	Perform one of the following actions: If you are billing the patient, in the list, select Patient. If you are billing a third-party, in the list, select the third-party. If the third-party is not in the list, click Other Insurer and then, in the Insurer Information area, enter the insurer’s Name, Address, City, Province, and Fax Number.
Fee Code/Desc	In the Fee Code/Desc field, type the fee code or service description, and then press Enter. In the list below, select a fee code. Before you can bill for a service, the service must be entered in Wolf EMR as a fee code. You typically create custom fee codes for services and products you charge to patients and third-parties. See Adding and modifying service fee codes.
Units	Enter the number of services performed or products provided. For example, if the service fee is for photocopying, and you photocopied three pages, in the Units field, enter 3. The EMR multiplies the rate by the number of Units and displays the total billed amount in the fieldBill $$ column in the billing list.
Rate (field to the right of Fee Code/Desc)	If you want to charge a different rate than the default, modify the amount.
Atten	If you are billing a third party, to address the invoice to a specific department or person, enter the name of the department or individual. When you add or modify an insurer you can enter a default name for this field. See Managing third-parties (insurers) you bill to.
3d Party Ref	If the third party requires that you include a reference number or description (such as the patient’s policy number or claim number), enter the reference here. The reference you enter displays on the invoice below the Re line.
Description	Type any additional information you want displayed on the invoice. For example, a description of the service, or an indication that “Medical Legal Letter Enclosed as per MVA Jan 1, 2015”. The description you enter displays on the invoice below the Re line.

Tip: Billing ICBC:In the Bill To list, avoid selecting the generic ICBC insurer. Instead, create customized ICBC insurers for each location you bill to (for example, ICBC_Richmond), and then select the appropriate location for each bill. This way you can track what bills were sent to and are outstanding from each location.

7.

Perform one of the following actions:

To add additional fees to the bill, click Save+New, and then repeat the step above.

If all fees are entered for the bill, click Save.

Tip: Deleting fee items: If you add a fee in error and want to remove it from the bill, you can delete the fee. In the Billing list, click the fee. From the Billing menu, choose File > Delete Bill (Ctrl + D).

Note: If you entered information for a new insurer, when you save the bill, the EMR displays the prompt - “Add <insurer name> to Database?”. Click Yes. The EMR saves the insurer in the database.
When you later create invoices, you can select this insurer from the Bill To list. You can also modify the insurer’s information and billing details as needed. See Managing third-parties (insurers) you bill to.

8.

When prompted about all services entered for this bill, click Yes.

9.

In the Invoice Detail window, perform one of the following actions:

If the patient or third party has paid all or part of the bill total, enter and save payment information. See step 4 to step 6 in Recording bill payments by searching patient name.

If the patient or third party will be paying at a later time, click NOT PAID. You can record payment at a later time. See Recording payments for patient and third-party bills.

Tip: If there are several fees listed on the bill, and the patient pays only part of the bill, you can choose which fee(s) to allocate payment to. See Distributing invoice payments.

10.

To print the invoice or receipt, click Print. If you want to print the invoice at a later time, you can print the invoice from the billing list. In the billing list, select the bill, and then, from the Billing menu, click File > Print Invoice.