Billing diagnostic services

Once a diagnostic study is complete, you need to create an invoice so the patient can pay for the service. This article covers how to bill a patient for a completed test (X-ray, ultrasound, blood work, or other diagnostic service) and record their payment.

Before you start

• The patient's diagnostic study must be marked as complete in the queue.
• You should know the patient's contact type (customer, walk-in, or credit patient).
• You should know which diagnostic service(s) were provided (so you can select the right product/service in the invoice).
• You must have permission to create invoices in your organization.

How to bill a diagnostic service

1. Go to invoices

Navigate to Invoices → New Invoice.

Open in Usystems

2. Select the patient (contact)

In the Contact field, enter the patient's name or ID. If the patient is in your system, they will appear in the dropdown. If they are a walk-in (a patient without a standing contact record), select Walk-in.

3. Add the diagnostic service line

In the invoice lines section, click Add Item. Search for the diagnostic service that was performed (for example, "Chest X-ray" or "Abdominal Ultrasound"). Select the service and enter the quantity (usually 1 for a single study) and confirm the price (your lab's standard charge for that test).

If your lab uses a package or bundle (for example, "Full Lab Panel"), you can add that as a single line.

4. Review the total and any discounts

The invoice now shows the total charge. If the patient qualifies for a discount (for example, a hospital staff member or a loyalty discount), you can apply it. Check the subtotal, tax (if applicable), and total amount due.

5. Record the payment

Select the Payment or Pay Now option on the invoice. Choose the payment method (cash, card, bank transfer, or other). Record the amount received and mark the invoice as paid.

If the patient paid at the time of the visit, enter the amount they gave you. If they are paying on credit or paying later, leave this blank for now.

6. Save and print (optional)

Once the invoice is created and paid, you can save it and optionally print a receipt for the patient.

Payment options

• Paid in full now: The patient pays the full amount at the time of billing. Record the payment method (cash, card, etc.) and the amount.
• Partial payment: If the patient paid part now and will pay the rest later, record the amount they paid and leave the balance due.
• Credit / Pay later: If the patient is allowed to pay later (for example, hospital credit or insurance), record the invoice without payment for now. The outstanding balance will show on their account.

Accounting impact

When you create and mark an invoice as paid, Usystems posts the following (in plain language):

• Debit Cash or Accounts Receivable (depending on whether paid now or on credit)
• Credit Service Revenue (the diagnostic service provided)

If the patient is on credit, the balance remains in Accounts Receivable until they pay.

Tips & common mistakes

• Link to the queue: Make sure the service you bill matches the study that was completed in the queue. Do not bill a patient for a test that was never performed.
• Patient contact: Always confirm the patient's contact information is correct before saving the invoice. Mistakes here can cause billing problems later.
• Payment method matters: If the patient pays by card or bank transfer, make sure you select the correct payment method so your accounting records are accurate.
• Walk-in vs. customer: If a patient is a one-time visitor, use Walk-in. If they are a regular patient, create a contact record for them first so future billing is easier.