From visit to invoice
- The practitioner finishes and marks the visit Completed.
- Reception opens the Billing tab on the appointment. The service and price are already there.
- Add anything else they are buying, a brace or a roll of tape, which comes off stock.
- Issue the invoice. It takes the next number in your series, with your ABN.
- Take the payment, or send the invoice to whoever pays.
The dashboard's Not yet invoiced card lists visits that happened and were never billed. Check it every evening.
GST done properly
Most allied health consultations are GST-free, so a new service starts without GST and you set it deliberately where it applies. Retail products usually carry GST. One invoice can hold both, and each line shows its own tax.
Funders as what they are
A funder is not a discount on a private fee. In Clinidiary, the funding stream sits on the patient, the case and the invoice: Medicare, DVA, WorkCover, NDIS, a health fund, or an account holder who is not the patient. An invoice can be split between payers, for example a funder's share and the patient's gap.
Statutory care plans, such as a ReturnToWorkSA physiotherapy management plan, come out as the regulator's own document. See care plans and WorkCover paperwork.
Claims, tracked until they are paid
Claims asks one question: which funders still owe us, and for how long?
How claims are lodged today
- WorkCover insurers, NDIS plan managers and other payers: email the invoice to the payer from Clinidiary, and that counts as lodging the claim. It moves to Waiting with the time it was sent.
- Medicare, DVA and health funds: lodge on your terminal as you do now, and record the claim in Clinidiary. Direct lodgement with HICAPS, Tyro, Medicare and DVA needs partner agreements and registration with Services Australia, which are not in place yet. Recording what you lodged still means you can see what is outstanding, what came back short and what was never answered.
The claims queue
The dashboard's Claims card is ordered by how bad it is to leave each one alone:
- Nothing lodged yet: a funder owes money and no claim exists.
- Started, not sent.
- Waiting on a funder, with the age of the oldest. A five-week-old claim deserves a phone call.
- Came back short, and needs a person.
Underneath is the recovery rate: how much of what you claimed actually came back over 90 days.
Remittances
Paste a remittance advice into the claims screen and it matches the lines to your claims. Check the matches before applying; it tells you what it could not match rather than guessing.
Payments
Record each payment with its method: card, cash, EFTPOS, bank transfer or account credit. Part payments are normal; the invoice shows as part paid with the balance owing. At day end, Money in today splits takings by method, so counting the drawer and checking the terminal are quick. See clinic reports.
Correcting an invoice
Once money has been taken against an invoice, its total never changes. A correction is a credit note against it, and both stay on record, which is what the ATO expects as an adjustment note. An invoice that should never have existed is voided with a reason, and a refund is its own entry with a reason.
Packs and credits
Prepaid packs of visits are drawn down as each visit is invoiced, and account credit can be used against future invoices. See packs and credits.
Frequently asked questions
Can Clinidiary lodge Medicare and health fund claims?
Not directly yet. Lodge on your terminal and record the claim in Clinidiary, so you can track it until it is paid. WorkCover, NDIS and other payers are lodged by emailing the invoice from Clinidiary.
Are physiotherapy consultations GST-free?
Most allied health consultations are GST-free. Products usually carry GST. Check your own situation with your accountant.
Can one invoice be split between a funder and the patient?
Yes. An invoice can be split between payers, such as a funder's share and the patient's gap.
How do I correct an invoice that has been paid?
Issue a credit note against it. Both stay on record.