Welcome to Adracare Support

Table of Contents

• What is a Billing Template?
• Creating a Billing Template
• Updating a Billing Template
• Troubleshooting

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What is a Billing Template?

Billing Templates are where the separate pieces of Billing come together working harmoniously to provide a simple and streamlined billing process. 

Before configuring a Billing Template it is very important that you create a Fee Program with at least one service code. Please refer here on how to create a Fee Program.

Once this important first step is done the configuration of a Billing Template can begin with the linking of a healthcare service, followed by connecting Fee Programs and concludes with configuring provider access and income splitting. 

Lets dive into the different sections of a billing template before getting into the creation and editing of them. 

Healthcare Linking

After selecting an appropriate name for the template linking healthcare services is next to be configured.

Linking healthcare services is a very important step as it is a determining factor if a billing template can be applied to an appointment. If the appointments healthcare service is not listed on the billing template it cannot be applied to the appointments invoice. 

There is no limit to how many services that can be linked to a billing template.

Fee Program Linking

Fee program linking is broken into three sections corresponding to the three codes (Specialty, Diagnostic and Service) that can be configured within a fee program. Please refer here for more information on creating a Fee Program and what makes up each of the codes. 

An important note is that only Service Codes will appear on the invoice and affect the price. 

Again, there is no limit to how many fee programs are linked to a billing template and in fact the purpose of the billing template is to link multiple fee programs.

For example, let us say we have a healthcare service called Individual Counselling. Your clinic has two fee programs, one called 'Regular Fee Program' for patients that are billed full price, and a second called 'Insurance Fee Program' for patients who are covered by insurance and are billed a reduced rate.

The Regular Fee Program has one service code called Individual Therapy - $100 with a price of $100.

The Insurance Fee Program has one service code called Individual Therapy - $80 with a price of $80. 

At this point you can create a billing template named Individual Therapy Template.

First, link the Individual Counselling healthcare service within the Healthcare Service dropdown. 

Add linkage for both of the above Fee Programs, by doing the following:

1. Press + Add
2. Select Regular Fee Program from the Fee Program drop down
3. Select the Service Code you just created from the Service Code dropdown
4. Updating the quantity
5. Repeat steps 1-4 for Insurance Fee Program

What this will create is one billing template that can be applied to all Individual Counselling appointments and will generate different prices depending on the fee program selected when generating the invoice. Please refer here for more information on the process of creating an invoice.

As can be seen in the below screenshots, the same billing template is used in both situations however a different price appears because the selected fee program differs.

Regular Fee Program Example

Insurance Fee Program

Provider Linking

Provider linking is the last thing to configure on a billing template. This is where you can set income splitting and limit access to specific providers. 

Adding any providers to this section will lock access to only those listed providers, which can be useful in situations when providers have individual rates.

The second capability of this section is to configure income splitting which will not affect the price of the service but will appear in the Provider Income report found in the Provider Compensation report. 

Creating a Billing Template

In order to create a Billing Template it is recommended that you have first created a Fee Program with service codes to be used by the billing template. Please refer to this article for information on creating a Fee Program. 

To create a new Billing Template please follow these steps:

1. Navigate to Billing Setup under Billing
2. Click on the Billing Templates tab
3. Press Add on the right side of the screen
4. Fill in the relevant fields
   • Name - Name of the billing template
   • Healthcare Service - Healthcare Services that can use this billing template
   • Fee Program - Specialty Code - Links a Fee Program/Specialty Code combination that will be added to an invoice when this billing template is used
   • Fee Program - Diagnostic Code - Links a Fee Program/Diagnostic Code combination that will be added to an invoice when this billing template is used
   • Fee Program - Service Code - Links a Fee Program/Service Code combination that will be added to an invoice when this billing template is used.
   • Provider - Allows providers to be added to the billing template in order to configure their income split.
     • *Adding a provider here will also limit access to the billing template to only those added to the provider list, if this billing template should be available to everyone and you do not require provider split do not add any providers to this section
   • Description - Internal description that will appear on the Billing Templates screen
5. Press Save

Updating a Billing Template

Once a billing template is created you are able to edit or delete it. 

Editing A Billing Template

To edit a billing template you need to click on the three dots under the Actions column. Selecting Edit will open the same window you see as when you create a billing template.

Deleting a Billing Template

To edit a billing template you need to click on the three dots under the Actions column. Selecting Delete will delete the billing template and make it no longer available for invoice generation.

Troubleshooting

Why can't I see my billing template in the dropdown when I create an invoice?

If you cannot see your billing template when you are creating an invoice please verify the following:

1. Does the billing template have any providers listed under the Providers heading? If so, the billing template will only be available to those providers.
   
   
   • To resolve this issue either remove all providers from the billing template, or add the missing provider.
     
     
2. Confirm that the appointment's healthcare service is linked to the billing template
   
   
   • If the healthcare service is not linked, please refer to Updating a Billing Template and add the missing healthcare service to the billing template
     
     
3. Ensure that the selected Fee Program has a service code listed on the billing template
   
   
   • If the healthcare service is not linked, please refer to Updating a Billing Template and add the missing Fee Program to the Billing Template