Create a Sample Invoice for Services Rendered for Management with Ease

Sample invoice for services rendered for Management

[Music] hello today i will be doing a basic bill training this billing training is going to start in the medical records but i just want to show you that the doctor can actually start that billing process from the medical records so to get to the records we can either go up to the top and click our records button or we can come back to our sign in list and hit the letter r which is going to take us directly to the records now if your office does want to do the room assignments and move them around we can do that as well here's our drop down maybe in this case we just go ahead and put our patient in exam room one like so so for today's example all i need to do is put in some diagnosis codes and we're also going to put in some billing or cpt codes as well because those two items is going that's what's going to start our routing slip so i'm going to make up a couple of diagnosis codes like so and i'm also going to make up some cpt codes for today by doing that i have started what we call a routing slip right above the post op button or excuse me post op tab there is a button that says our sleep the doctors can click this if they would like [Music] so when you get to this screen here if the doctors choose to they can assign these diagnosis codes to each procedure code or cpt code as you all know there may also be visual fields on here photos contact lens follow-ups different billing codes on the routing slip since this is just a basic training of course we're just going to keep it pretty simple today but if the doctor wants to they can come over here they can individually check each box if they would like or this a and b button right here will correspond with your letters up here of course if there was more diagnosis codes there would be more letters across the top here to choose from we just have two for today so if the doctor wanted to assign it like that and assign a and b to both of these it'd be pretty easy just to click a and b so think of this routing slip as our transportation we need this to get these codes from point a which in this particular case happens to be our medical records to point b which is going to be our invoice this is our transportation to get these over here the doctor does not have to click the blue our split button if he or she does not want to because again just by entering in the diagnosis codes and the cpt codes it automatically generates one so doctors you only have to do it if you want to come over here and assign these cpt codes they can also be assigned over on the invoice some offices have a biller who takes care of that so i'm going to hit close we're going to pretend here that michael is done and he needs to be checked out so we're going to come back to our patient page and um we need to build them up so the doctor might bring michael to the front and say hey this is michael he just had an eye exam he's all set i'll just plan on seeing him next year so then we need to fill them up again we can hit our billing button right here or we can come over here to our quick button and go directly to michael's billing so if we come over here and hit the letter b the first thing that we get is this pop-up this says there is a routing slip available would you like to turn it into an invoice so crystal is asking you hey the doctor started charges over the medical records do you want to take those charges and put them on an invoice ultimately so we can build up the patient and the answer to that question is going to be yes so we're going to say yes and there we have it we've got our codes that our doctor gave us if you look over here at the top left we also have the diagnosis codes that the doctor gave us now i'm going to do another example on this so this first example i am not going to use insurance we are just going to bill up our patient here for 140 so in order to collect money we are going to come down to the save invoice button after we hit save this pop-up here that you're seeing is a pop-up to put the patient back into recall and once it's all set up as you can see it will automatically put them back in for the next year or two years depending on how that gets set up over an admin so puts my patient back into the recall report so we can run that and give them a call or maybe send them a letter later so we're just gonna say okay the other thing that's popping up at us here is the sign out patient screen so of course up at the top my goal is still signed in so if this is if the patient's done after you collect their co-pay and you want to go ahead and sign them out just say okay and then here in a few seconds we are going to see michael disappear from our sign in list up top so next thing we need to do here is we just need to take our payment so if you look down at the bottom right you can see that our patient owes 140 for the comprehensive exam and for the refraction so to collect the money we're going to come over here to the blue make payment slash adjustment button and then we get our make payment screen of course our patient can pay cash check or credit for the first example i'm just going to use credit card now there's different ways to do this you can click the invoice button and it'll pull through that 140 you can also type it in if you would like so we can type in 140 oh my apologies um or maybe the patient is going to pay half maybe it could be half today half next week have cash half credit um different options like that and you you can do those options if it's two payments today just enter your first payment and then save it and go back and put in their second method of payment so definitely different ways to apply this payment if needed i'm going to go ahead and click our invoice button i do recommend that you select the type of credit card that they pay with we do have some reports that'll break that information down for you if you select it over here on your make payment screen if your office records the last four of the credit card number that is fine this is optional um only fill that out if that's something that your office does so go ahead and put that in there and we're going to hit save payment and there we go now we have our payment recorded over here for our patient if your office or excuse me prints out receipts you can come down here to on the left and hit print and this is what at least my receipts look like of course yours are probably going to look a little bit different but we can get a logo up there for you and i can zoom in a little bit so that way you guys can see what that looks like but these are fairly customizable as well so of course you'll be able to make changes to yours when that time comes alright so that is my first example in this example we went to the medical records the doctor started it by putting in cpt codes and diagnosis codes we came over here we built up the patient we did not use insurance on the first one so we just collected the full amount and we did a credit card payment so my next example is going to include insurance it is also going to go over our middle button right here that says create new invoice so our first button says view slash print old invoices which means exactly that you guys can come back to these michael here only has one of course if he had more we'd be able to see those but you can view them you can print them different things like that if we wanted to create a new invoice for any reason we're going to come over here to this middle button and what that does is it opens up this section down here now when creating an invoice there are three ways you can get those bill codes over here you can search by the bill code id which is basically an office nickname you can search by the procedure code or you can also search by the description my advice would be whatever is easiest for you and that could vary per person this mc over here means modifying code so if you have a bill a billing code that needs a modifier on it you can put it here and that would pull over to a cms 1500 form i do have a few procedure codes memorized so i'm going to go ahead and search by the procedure code over here so like i said on this example we're going to use insurance there are two ways to assign insurance in the middle we have this gray assign insurance button so you can click that this particular patient has two forms of of insurance it'll be the same for your office if you put in three or four insurances of course those are all going to show up over here so we're just going to pick our first one here which just happens to be vsp and we're going to assign it so that's method number one and it puts it over everything method number two is assigning it by line item so if i come over to this insurance column and click in here to take this insurance off all i need to do is click in this blank space and i'm going to do that for both lines and it takes the insurance off i can put insurance back on the exact same way so again i'm going to come to the insurance column i'm going to grab vsp for both of these you don't have to assign insurance so maybe you have a line and you know insurance doesn't cover it you could take insurance off of that line you could also assign a different type of insurance to your second line if you needed to by selecting that second option there so definitely different ways to assign insurance over here if needed i am however going to go ahead and put our vsp back on this particular one so we've got our assign insurance button or line by line over here with our insurance column next i want to point out this copay i did not manually type this in over here so this copay is pulling from our insurance tab back on the patient page that copay line and as you can see it'll fill out here for you now sometimes copays don't get adjusted from year to year over there that happens it can definitely be changed over here so maybe michael's co-pay went up to 20 and we just haven't had a chance to update that but we get over here and michael's like no my co-pay is 20. so what we can do to get rid of it just go back to insurance estimate put in 115 which takes out our copay and now we can put in michael's 20 copay like so that copay feature will also assign itself to the very first line item so for example i'm going to highlight refraction i'm going to hit backspace and i'm going to come to description and i'm also going to hit backspace and i'm just going to grab the billing code if i put vsp on it that 10 copay again is going to come over from that insurance tab and it doesn't matter it's whatever the first line item is that's where this 10 copay is going to go so something to be aware of as we move forward with an exam typically your first line is the comprehensive exam depending on how you do your billing if a patient just buys contacts as you can see here or maybe they just buy glasses those first lines could vary and then you would just want to come over here and change that copay if you need to [Music] all right so i'm going to come back and i'm going to put our codes back on just like we had it 92014 and i'm going to put on our 92015 again i'm going to put our insurance back on it so i'm just going to come over here and assign it and for this example we are going to pretend that michael's copay is good to go he said it's 10 so we're just going to collect a 10 copay from michael so again in order to collect money first thing we have to do is hit our save invoice button here's our recall prompt that looks good we're just going to say okay now we didn't get the prompt to sign michael out because we had already signed him out up here so of course he's not on our list anymore so next thing we need to do is go to our make payment slash adjustment button and we can use cash for this particular example so again we can put in 10 manually or we can hit the invoice button i will come back to these buttons um a little bit later in the training so you can do that the cash received just helps you make change so if you want to type it in you can if you don't want to type it in you don't have to if i come over here and put in 20 of course crystal was telling me that we would owe michael ten dollars and change and i'm going to come down here and hit save payment and again over um towards your left you've got your print button if you want to print out a receipt for the patient you definitely can do so from this screen so our next steps to go over here on the invoice is some boxes and some buttons so i'm going to come back to our create new invoice button and i'm going to put on some procedure codes like so and i might go ahead and throw on a third one here okay so if you are trading um an invoice and maybe the patient had an exam six months ago and they're coming back and they're just gonna buy glasses or contacts maybe your office sells vitamins or something like that and we just hit the create new invoice button up here in the top left there will not be any diagnosis codes for the most part usually those get assigned by the doctor from the medical records so if you come over here and there are no diagnosis codes and you need them there's a couple of ways you can get them you can click this import diag button which will bring them through from a previous invoice you can click the edit diag button which means edit diagnosis codes which brings up this here and what we're seeing here is on the left these are icd-10 codes pertaining to optometry but this is just a quick list so on this one over here you can just scroll through this list until you find what you're looking for grab it either double click on it or use your arrow button here to move it to the middle this middle button or excuse me this middle section these are the codes that we're going to use that are going to pull forward onto our invoice and then over here on the right these are all of the icd-10 codes pertaining to optometry you can search by the diagnosis code or if it's easier you can search by the description so i'm going to just put in the diabetes code again i'm going to click our arrow button move it to the middle let me grab one more random one here so once you get your codes over here in the middle we do have up and down arrows if you needed to rearrange them you can i can move diabetes to the top we also have a remove diagnosis code button so maybe you need to get rid of that one highlight it and get rid of it once this list looks good and you're happy with it all you need to do is hit your close button and now we've got our diagnosis codes over here now over on the right you will notice a b c and d this is similar to what we were looking at in the routing slip except now these options are over here on the invoice so you can assign these diagnosis pointers from here if you needed to similar to the routing slip um we can check one box at a time like so or let me uncheck these here you can actually come over to the letters over in the left if you double click on a it'll fill it all out for a b of course c and d so on and so forth so you can assign these however you might need to for a cms form this invoice box up at the top right it says invoice notes but then in parentheses it says does not print on invoice what that means is your office should use this spot as a place to you to leave any sort of billing notes we do have a couple of reports that will actually bring these notes over so if you leave leave yourself a note and you run the report it's pretty nice to be able to see those but the patient isn't going to see it so if you make a note you know that patient paid half today we'll come back in a couple of weeks to pay the second half you guys in the office will be the only people who see those the other button over here is your invoice notes button so or excuse me insurance notes button so let me click that and what that does is it brings over the notes from our insurance tab so if your office does do prior authorizations and you guys type notes over there you can click this button and it'll bring those over i did have some notes here you can see that we're testing this one does pull from the bottom left-hand box over on that insurance tab but this one here is the one that we typed under the vsp insurance tab over there so if you needed to see them you can see them here if you wanted to get rid of them highlight them and get rid of them or of course you can leave them there if you'd like there is another way to see these notes if you click on the show insurance button now this is read only but you can see those notes over here so this is directly from that box right under the vsp again this one is the bottom note box down at the bottom left we can go through here and see these different insurances this particular patient only has two to get out of this there is a tiny red box up at the right or you can come over here and you can click the hide insurance button either way so i'm going to go ahead and go over the rest of these buttons in this section so to the right of show insurance there is tasks this is the same thing that's over on the basic training the tasks stream we saw it on the tasks plus we saw it on the show files button here it is again so same thing you can create a task from over here of course you can see any tasks that the patient may have been attached to um if you hit create of course you've got your patients already on it you can come down here type up your text and of course assign your employee to the left we do have a letter button so the letters that we're seeing here are the letters that come with the medical record template and in this case it is crystal's medical record template so from over here as a staff member maybe the doctor says hey could you please print out my patient the floater's handout so as a staff member out front i could print this out on behalf of the doctor we could also maybe print out an excuse letter is needed um you get out front and the patient's like oh hey um can i please get a letter to give to my boss um since i had a missed work this morning um yeah sure we can definitely print that out over here so if needed staff does have access to these letters from over here of course these letters are accessible from the medical records as well for the doctor to the left of your letters button there is a button that says alerts this is the same as what's on the basic training on the additional info tab the create alert section over there this is the same thing it's that pop-up alert so you just need to come down here type up your text i generally recommend after you type it just hit select all so that way your alert for sure pops up in all of these areas of course you can uncheck any boxes where you may not want this pop-up alert to pop up at above alerts we have recall this is the same box that we saw popping up at us whenever we hit save again it gives us the opportunity to put the patient back into recall so that way we can run that recall report when the time comes to call them back to schedule their annual eye exam it is also on the additional info tab down at the bottom left we can set it there as well our next button here says linked i'm going to come back to that in just a moment and i'm going to go over to the files tab so this is the same files tab that's over on the patient page so if you go patient files same thing it's over here in billing maybe your office does do a prior authorization for a certain insurance type you could scan that in over here on the files tab double click on it and then you can see that patient's benefits from right here in the billing you don't have to leave and go back to the patient's files tab on the patient site and our last button over here says linked so linked allows us to see any linked family members so you can see here i've got some family members linked over here to michael the nice thing about having it over here in the billing is if they have a balance number one they're going to be read but number two we can see that over here and in crystal you can um transfer money between linked family members if needed so if all three of these patients came in today and they all three had a 10 copay you could build up each patient but then just take that one thirty dollar payment just take it one time and crystal can help you apply it to each of these patients accounts so that's why we've got that linked over here next we are going to go over this overall balance which is over here at the top right and to give you a better example of that i am just going to quickly make a few invoices so i'm going to come back to our create new invoice button and i'm just going to create a couple here and i'm going to do one more [Music] and on this one let's go ahead and put insurance on it all right so now when we look at michael's account and we look up at the top right for the overall balance you will notice that the patient balance is 179 but pending to insurance is 235. down at the bottom right you will notice that his balance is 10 and pending to insurance is 105. so what we're seeing over here is all of his balances added together but what we're seeing down here at the bottom right is just his balance per invoice so when i come back here um he's got 90 and when i come back over here he's got 79. so you'll always see what they owe per invoice here and you'll always see an overall if they happen to owe more they may not up here at the top right the other place you will see overall balances is back on the patient page right here so again here it says patient balance here's his pending insurance and again these are overall numbers um and like i said earlier if they're linked they show up red just to kind of help you see that that person has a balance and now of course he's red over here so the next item here to show you is how that auto transfer can work we're just going to do it between invoices but you could do it also between family members so i just grabbed the first invoice up at the top where michael only owes us 10 so maybe in this scenario um you tell michael hey overall you actually owe us 179 for whatever reason if the patient does want to go ahead and pay off that 179 we can come over to our make payment screen which is where um our other buttons come into play so over on the left we have resulting patient balance and then below that we have resulting insurance balance that should match our top right and it does 179 and 235 down at the bottom left we have invoice patient balance and invoice insurance balance and that should match our invoice and of course it does which is our buttons too so if our patient said no i only want to pay ten dollars well now we can just hit our invoice button if our patient says no i want to pay the 179 that is where our total button comes in because this is the total account balance so that's the difference between these two buttons now we also have a button that says link this is for if you have a family remember the the linked family members and if they have balances we can see that and we can also see that down at the bottom left linked accounts balance now we do not have that um on this particular example um but that's what that means you've linked patients and they have balances now in crystal each patient will have their own invoice or billing section that's individual but crystal can total those up for you and give you that total down here at the bottom left so in the example where the patient says yes i want to pay my total account balance we haven't done a check yet so i'm going to come over here to check we're going to click our total button i do recommend if you take a check to put in a check number um we do have a check number report um that you could actually run to help keep track of those and we're going to hit save now keep in mind i put in 179 but on this invoice he only owes 10 dollars so i'm going to hit save payment and the screen that we're seeing here is um a transfer screen so crystal is saying wait a minute this patient only owes ten dollars there is a hundred and sixty nine dollars remaining what would you like me to do with it so what you're seeing here is you've got the patient name and their invoice number in this particular case um they happen to be both now today the dates are crazy because it's all on the same day but of course um they'll be different over here there's a transfer amount now you can free type in here so you can see here that the patient owes 90 i could come over here and type just like so but we have an auto transfer button and crystal is going to do that work for us if we had family members who had balances you can click display linked accounts which gives you the opportunity to put the money on those other linked accounts in this particular case we don't have that but that's it's going to be the same function for linked family members so we're going to come down here and we're going to say auto transfer and crystal is going to say okay he owes 90 on this one he owes 79 on this one which of course totals are 169. once we get that come to the bottom right and just click apply there you go crystal has applied that money for you so if you look down at the bottom right patient's good to go if you look up at the top right again he's good to go zeroed out overall and this is what it looks like when we use that so crystal is telling you that this 90 went towards this invoice and your invoice numbers are going to be right down here and this 79 dollars went towards this invoice again we can definitely go look at those invoices so here's this one you can see the 90 and it's telling you where it came from and we can do the same thing over here like so so that's how we can auto transfer if that comes up and we need to do that one more button to go over here on this particular screen that is your add discount button so i am going to create another invoice and show you guys how to use the discount button so again i'm coming back up to the middle i'm going to create an invoice and i'm going to go ahead and put just a couple more codes on it here like so let me do um one more here [Music] i don't have a dollar amount over here so for today i'm just going to make up a number we'll just say 60. okay so if you look down here at the bottom the patient owes 260. now if we wanted to give them a discount first thing that we have to do is click our save invoice button again here's our pop-up for our recall we're just going to say ok and now we have our add discount button so we can go ahead and click that and it's going to pull forward our billing codes onto this screen here so we've got lots of options over here if you want to give the patient a discount on everything just check all tell crystal if it's a dollar amount or percentage and then you can fill this area out and we will here in just a moment you could also just give the patient a discount on one line item just click here one thing again dollar amount or percentage you can use ctrl shift and highlight maybe two maybe three things and give the patient a discount just on those three items your last option is you can just use the control button which allows you just to click whichever lines you would like and then give a discount just on those lines so different ways to give a discount over here a lot of times i get the question asked on this part what if we give a 20 discount on the exam but maybe a 40 or 50 discount on the glasses you can do that um you just have to do two so if this was a 20 discount come over here change it to 20 and give it on the exam portion once you save it click your add discount button again except this time go through use control shift highlight your glasses and then put your 40 or 50 discount on so you can give multiple discounts but if the dollar amount or percentages are different you just may have to do that a couple of times we've got just the one option over here so i usually just do a discount on all of it so i'm going to come up here to the right and i'm going to check all and we're going to say that the patient's going to get a 20 discount on everything the reason for discount this can be customized over an admin you could add insurance discount if you wanted cash pay discount if you wanted different things like that you could remove some of these if you'd like so just know the reasons they can be changed so i'm going to type in or excuse me i'm going to select courtesy discount for today but just to show you guys what that looks like over on the invoice i'm also going to go ahead and type a note in here today as well i'm just going to say cash pay once you get that in there just click save and then crystal is going to put in your discount and you can see that here and you can see that it put on the reason and the note so i'm going to go ahead and have our patient pay which now michael's balance is 208. we'll come over here he can use the credit card again we'll click our invoice button we can grab our type and we can hit save if you do print a receipt just know when you print it and it has a discount on it that discount is going to print out on your receipt and of course you can see that here so it does put that on here with their discount it's kind of nice to have that on the receipts for the patient to see all right so last button for our basic bill training today is transaction history scenario i think it's pretty straightforward it's just a transaction history a billing history of course you can see all of it from one screen you can double click on these items and get back to the individual invoice so for example if i came up here and clicked on this it's actually going to take me back to that invoice now i will say that printing from here the view is a little bit different than what it is um if you print from over here but just know you have that option you can come here and print out any receipts maybe it's the end of the year and your patient's like hey i need everything from 2020. you could come here print them all out or you could go to the transaction history button and click full transaction history which is going to print out everything now i just have our invoices from today but of course that the patient had been coming to your office for a while and you've got invoices from a few years back when you click the printful transaction history that will print all of it you do have the option down at the bottom left to only print selected transactions and that is where you can use ctrl shift so i can highlight here hold down control and shift and maybe just grab this top amount here and then i can say print selected transactions like so the last two options over here this one says print has to do transactions which is like a pass-through statement and then the very last option over here says print past due transactions without pay and insurance this is basically a list of bill codes and charges because there will not be any payments on it whether that be patient payments or insurance payments it's just going to be the list of charges all right well that is everything that i have for our basic bill training today if you have any questions at all please feel free to reach out to your trainer or you can contact crystal practice management tech support the number is 1-800-308-7169 extension 1 thank you for watching and have a great day you