Electronic billing is a regulatory requirement that your facility adheres to, not an optional feature of the system. The role of the clinics’ system is specific: to generate invoice data, send it to the approved solution, and follow up on the result of the transmission — not to replace that solution.
Confusing the two roles leads buyers into costly confusion upon implementation.
The operational situation addressed by the topic
A center issues dozens of invoices daily and needs them all to go through the regular route without double entry. If an invoice fails to be sent, he needs to know about it immediately, not at the end of the month.
The requirements you write for the resource
- Generate complete invoice data: The required fields are entered from their source in the system, not by separate manual entry.
- Send to approved solution: With whom your facility contracts, indicating which solutions are supported.
- Follow up case: Sent, Accepted, Rejected — displayed at each invoice level.
- Rejection Processing: State the reason and allow for correction and resubmission.
- Financial Notices: The credit and debit note follow the same path, not a manual path.
- Conformity Report: The number of invoices issued versus sent versus accepted for a period.
- Limitation of Liability: Written in the offering — what the system provides and what is specific to the billing solution and your facility.
A practical example of testing the procedure
- Issued an invoice: Did its data migrate automatically without re-entry?
- Open invoice: Is the transmission status clearly visible?
- Request to view a rejection status: How does the reason appear? How is it corrected?
- Issued a credit note: Did it follow the same path?
- Request period compliance report: Does it detect unsent invoices?
- Ask: Which billing solutions are supported? What is the effort to connect with our solution?
The most important question in practice: Is data completeness checked before or after release? An invoice issued missing a required field and then rejected means double work every time. Request that the system prevent the release when data is missing, not detect the problem after sending.
Controls and exceptions
- Commitment to your facility: Registering and contracting with an approved solution and adhering to regulatory requirements is your responsibility, and the system provides what enables you to apply.
- Separate solution subscription: The cost of a contract between you and its supplier, and is displayed as a separate line item in the offer.
- Systematic review: Electronic invoicing requirements are evolving — review them with your advisor and solution provider periodically rather than all at once.
- Content Privacy: The invoice data does not include details of the psychological service provided.
Next step for system review
Identify the billing solution you are using or intend to use, and request an estimate to connect with it. See Integrations page.
Discuss your project requirements
We specifically explain the scope of linking electronic invoicing to your solution, and the limits of each party’s liability are written in the offer.