In this article:
This article goes into detail about the various invoicing options in Gentu.
For assistance with the invoicing workflow, please see the following articles:
You can create a new invoice for a patient by
- Opening their file and selecting Add > Invoice, or
- Clicking on the patient's appointment and selecting Add > Invoice.
If you do not see the Invoice option in the Add menu, then your Gentu login may not have the appropriate user role permission enabled. Please see the Manage User Roles article for more information.
Currently, invoices can only be created for patients. It is not possible to invoice an entity directly without a patient's details attached.
The invoice window prompts you to input certain details, such as the Provider, Site of Service, Referral, Account Type, and so on.
- If you add a new invoice from a patient's appointment, the Provider will automatically populate based on which provider the appointment is booked under.
- It will also automatically populate the doctor's name in if yours is a single provider practice.
- The Site of Service can be chosen from the drop-down menu. See the Provider Numbers and Sites of Service article for information on adding new Sites of Service.
- The patient's current/most recent Referral will be automatically selected.
- The Addressee will default to the patient's primary account holder, as set in their Patient Details. See the Primary Account Holders article for information on changing the patient's default account holder.
- Invoices billed under certain account types will also prompt you to enter further details, such as the Hospital. You can add Hospitals to the list via the Address Book.
You can choose the Account Type for this invoice from the following options:
- Self - a private invoice, addressed to the patient, which the patient pays out of pocket.
- Self-type invoices can be claimed to Medicare from Gentu as a private patient claim.
- Bulk Bill - an invoice addressed to Medicare.
- The patient does not pay any out-of-pocket fee.
- The patient or account holder must have their Medicare card details recorded in Gentu.
- Bulk Bill invoices can be batched and sent electronically from Gentu.
- DVA - an invoice addressed to the Department of Veterans' Affairs.
- The patient must have their DVA card details entered in Patient Details.
- DVA invoices can be batched and sent electronically from Gentu.
- Health Fund - an invoice addressed to the patient's private health insurance fund.
- The patient may be responsible for paying an out of pocket gap fee (Known Gap billing type), or there may be no out of pocket cost to the patient (No Gap billing type).
- Alternatively, the patient may be responsible for paying the entire invoice out of pocket and then claiming their rebate back from Medicare and the fund (Private billing type).
- All three of the above billing types can be claimed electronically from within Gentu.
- Other - an invoice addressed to a third party organisation, such as WorkCover or TAC.
- The patient cannot pay out of pocket against this invoice. If there is an out-of-pocket fee payable, a separate Self-type invoice should be created for the patient's portion.
- Other-type invoices can only be receipted via Organisational Remittance. See the Manually receipt a health fund payment article for more information.
The Add a billing item search bar can be used to add individual billing items to the invoice.
You may also use the Add a billing set search bar to add a billing set.
A billing set is a pre-made list containing multiple billing items. For instance, if you commonly bill certain items together as a group, you may wish to create a billing set. You can do so via Settings > Billing Sets.
Gentu will default to your practice's own Private fee schedule when you create a Self type invoice or a Health Fund: Private type invoice.
- You can choose to apply a new fee schedule by clicking into the fee schedule drop down menu, at the top of the fee column, and selecting a new fee schedule.
- This will apply the selected fee schedule to all items on the invoice.
- Alternatively, you can manually edit the fee for an item by typing into the Fee column for that item.
Please see the Fee Schedules article for information on creating new fee schedules.
For Other type invoices, you can set the default fee schedule on a per-account holder level. See the Address Book article for more information. If no fee schedule is set, Gentu will use your Private schedule.
For all other account types, Gentu will automatically select the correct fee schedule for the entity you are billing.
The items on your invoices will be ordered according to below.
- Items will firstly be grouped by Service Date, with the earliest dated items appearing at the top and the most recently dated items listing at the bottom.
- Among items of the same Service Date, items will then be ordered according to the category - non-surgical items will be placed higher, i.e. consult items, diagnostic items, and surgical/procedural items will be listed lower.
- Among each category, items will then be sorted according to the fee, with the largest fees placed higher.
- If the category and the fee are identical, items will be sorted numerically based on the item numbers themselves, with smallest item numbers placed higher.
- If the category, fee, and item number are the same, then items will remain in the position they were added to the invoice.
- Any assistant items will be placed in the last position of all items for a given Service Date.
You can set or change the Medicare online override for any MBS item added to an invoice.
- After adding an item, click the + icon to its left to set the override(s).
- Select the relevant options in the Overrides window.
- Enter any service text, if required.
- Click Apply to save.
The item overrides allow you to specify pertinent details about an item for online claiming purposes, for instance:
- Indicating that the item was not a duplicate service, if two of the same items are charged
- Indicating that the item should be exempt from the Multiple Procedure Rule.
If you are claiming this invoice with Medicare, DVA, or a health fund, it is important that you set the overrides in this window. Not doing so can affect the outcome of a claim.
Please see the Medicare Online Overrides article for detailed information about item overrides.
You can change an item's service date to reflect when the service was rendered.
- Add the item.
- Click into the service date field to the item's left.
- Choose the new date.
It is possible to create one invoice with items across multiple dates, for instance in the event of a hospital stay.
Gentu will automatically order the items, apply MPR based on service date, and will allow you to add an assistant item for each applicable service date.
Please see the Assistant Billing article for detailed information on billing for or as an assistant in Gentu.
Please see the Multiple Procedure Rules (MPR) article for detailed information on how Gentu handles Multiple Procedure Rules.
Once you have created the invoice, you can choose to proceed in a number of ways.
- Cancel will exit out of the invoice without saving.
- Save will save the invoice to the patient's Account tab.
- Print will print a copy of the invoice and save it to the patient's Account.
- Email will allow you to send a copy of the invoice to the patient.
- See the Email a quote, invoice, or receipt article for more information.
- Claim (also Batch, Pay & Claim) will allow you to claim the invoice electronically with Medicare, DVA, or a private health fund.
- Pay will launch the receipt window so you can process a payment.
Note that the options available to you will differ depending on the kind of invoice you are creating.
An invoice will enter a committed state:
- If it has a payment made against it, and/or
- If it has been sent as an online claim.
Committed invoices can only have certain details changed.
If you change details on a committed invoice which has been sent as a claim, please note that the claim details will not update on Medicare's or the Health Fund's end.
On a committed invoice, you can change the following:
- Item fee (for Self and Other type invoices only)
- Site of service
- Referral details
- Item overrides & service text
- Service date
- Service time
- Invoice note
You cannot change:
- Item fee (for Bulk Bill, DVA, and Health Fund type invoices)
- Servicing provider
- Account type
- Gap assignee
- Item numbers (add/remove)
- Item fee
- Claim type (Known Gap/No Gap/Private)
- Service type (Inpatient/Outpatient)
- Void invoice
If an invoice was created in error, you may wish to void it.
Voiding an invoice will write off the invoice's outstanding balance and archive the record. Once an invoice is voided it cannot be restored.
- Committed invoices cannot be voided.
- If an invoice has been sent as a claim, it cannot be voided.
- If an non-claimed invoice has a payment made against it, you would need to refund the payment before you can void the invoice.
The Void button can be found in the lower left corner of an invoice. If you cannot see the Void button at all, your account may not have the appropriate user permissions.