Billing services from a case

What this does

When you provide medical services to a patient as part of a medical case (clinic visit, emergency admission, or hospital stay), you need to record those services and charge the patient. Usystems lets you add service charges directly from the medical case to create an invoice or bill without manually entering each item again.

Before you start

• The patient must already have an open medical case in your system
• You need permission to create invoices or bills (ask your admin if unsure)
• Your organization must have configured which services are available for billing (your admin sets this up in settings)
• The services you plan to charge must already be created in your product catalog

Steps

1. Open the medical case for the patient you treated. Go to Medical Cases and Open in Usystems

2. Find and select the patient's case from the list.

3. Review the services already recorded in the case. These are the services you provided during treatment.

4. Look for the billing option on the case page (usually a button or menu labeled "Bill services" or "Create invoice"). Select it.

5. Usystems displays the services from the case. Choose which services to include in the invoice or bill.

   • If a service is checked, it will be added to the charge
   • Uncheck any services you do not want to charge

6. Confirm the patient contact information (the person responsible for payment).

7. Select the document type:

   • Invoice to charge a customer
   • Bill to record a charge that you owe (less common for patient billing)

8. Review the total amount and click Create or Save.

9. The new document is created with the services. You can now print, email, or process payment as usual for any invoice or bill.

Accounting impact

When you create an invoice from a case, each service line is debited to Accounts Receivable (money the patient owes you) and credited to Service Revenue (your income from that service). If your organization uses different revenue accounts per service type, those specific accounts are used instead.

Tips & common mistakes

• Check the service list before billing. Make sure all the services you provided in the case are listed before you create the invoice. If a service is missing, add it to the case first, then bill again.
• Services are not automatically billed. Adding a service to a medical case does not create a charge. You must explicitly create an invoice from the case.
• Do not bill the same service twice. Once you create an invoice from a case, remove or mark those services as billed so you do not charge the patient twice in a later document.
• Patient contact matters. Make sure the patient's contact record is complete (name, ID, address) before billing, as this information appears on the invoice.

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