Welcome to Adracare Support

Table of Contents

• Navigating to the Invoice Creation Window
  • Client Profile
  • Appointment Page
  • Calendar
  • Invoices
• What Appears on an Invoice?
• Troubleshooting

Navigating to the Invoice Creation Window

There are four methods to navigate to the invoice creation window.

The four methods are the following:

• Client Profile
• Appointment Page
• Calendar
• Invoices

Once you have navigated to the Create Invoice window you can generate the invoice by following these steps:

1. Select the Client name *
   • Prefilled when creating an invoice directly from an appointment
2. Select the Appointment from the dropdown *
   • Prefilled when creating an invoice directly from an appointment
   • Billing Provider will be prefilled based on the primary provider listed on the appointment
   • Service will be prefilled to match the Healthcare Service listed on the appointment
3. Service Items will automatically appear if you have set a price for the Healthcare Service within Service Templates under Settings. More information can be found here. Otherwise you can manually enter the quantity, price, and select a Tax/VAT from the dropdown. Once you are happy with the amount press the '+' button to the right to add it to the invoice.
4. Enter an optional message to the invoice under Enter a message to appear on the invoice for the recipient
5. Select Payment Method
   • Send Invoice (Stripe) - Will generate and forward an invoice from Stripe (Requires organization Stripe account and configuration under Settings->Payment Configuration)
   • Card on File - Will bill the client's primary card they have listed on their patient profile (Requires organization Stripe account and configuration under Settings->Payment Configuration and Patient Portal to be turned on and activated for the client)
   • Payment processed externally via debit, credit, transfer, cash - For when payment is received in another manner. Selecting this option provides more options on the invoice creation screen. The invoice can be marked as paid, as well the following information can be included:
     • • Authorization No. - Will prefill if it is configured under client's Coverage and Insurance section within their details
       • Case No. - Will prefill if it is configured under client's Coverage and Insurance section within their details
       • Session No.
         
         
6. Click Send Invoice to forward the invoice to the client or Save as Draft to save it for later

What appears on an Invoice?

The invoice generated by the system will use the organization colours and logos that configured in your organizational settings. 

1. Organization Information
   • Organization logo and name will appear in this section and can be configured under Settings -> Organization Settings
   • An address will also appear in this section, what address appears depends on the following
     • If you are using Stripe for payments, it will show your business address configured within your Stripe account
     • Otherwise it will show the address set for the Location where the appointment occurred.
2. Invoice/Receipt Status
   • Overall status of the invoice it can be Sent, Paid, Void, or Uncollectible
     • When the status is Paid the heading will update to 'Receipt'
   • Status can be viewed and manually updated under Billing -> Invoices
3. Client Information
   • The Clients name will be listed in this section
4. Provider Information
   • This section will list the name of the provider on the appointment, as well as any professional designations or supervisor information that is required. This information can be configured within Settings -> Billing Setup, for more information please refer here.
5. Invoice Information
   • This section will have information about the invoice such as generation date, and id.
6. Service Details
   • Service details such as the date/time and healthcare service name will appear here
7. Service Items
   
   • This is where the appointment price will be displayed
8. Notes
   • Here you will see the message entered under Enter a message to appear on the invoice for the recipient in the Create Invoice screen
9. Totals
   • Here you will see the subtotal, any applicable taxes, and the total outstanding amount listed

Creating an Invoice from the Client Profile

1. Navigate to the Client profile
2. Clicking the 'Create Invoice' button on the upper right will open the Create Invoice window

Creating an Invoice from the Appointment Page

1. Navigate to the appointment details page from the Calendar or Appointments screen
   
   Navigating to the Appointments screen from the left navigation window will show the following:
   
   
   
   Clicking on the appointment date/time will open the appointment details page.
   
   Navigating to the Calendar page from the left hand navigation bar will show your schedule as a calendar, clicking on the appropriate appointment will navigate to the appointment details page.
   
   
   
   
   
   
   
2. Clicking the 'Create Invoice' button on the upper right will open the Create Invoice window
   
   

Creating an Invoice from the Calendar

1. Click Calendar in the left navigation window
2. Locate the appointment you would like to create an invoice for
3. Clicking this icon will open the Create Invoice window
   
   

Creating an Invoice from Invoices

1. Navigate to Invoices found under Billing in the left navigation window
2. Click on 'Create Invoice' on the upper right will open the Create Invoice window
   
   

Troubleshooting

Why can't I bill my client?

• If the Create Invoice button is greyed out on the appointment page, please confirm that "Create invoice for past appointments" is enabled within Settings -> Access Management. Please note that a provider-admin will be required to do this.

How do I configure the price of my Healthcare Service?

• To configure the default price of your healthcare services please follow these steps:
  1. Navigate to Service Templates under Settings
     
     
     
     
  2. Click on the Healthcare Service you would like to set the price for
     
     
     
     
  3. In the window that opens, fill in the price under Price
     
     
     
  4. Once done click on Update Service to save your changes
     

How do I create a receipt?

• Please refer to the support article here for how to create a receipt.