Discharge and final billing

Discharge and final billing

When a patient is ready to leave your facility, you must complete their inpatient record, ensure all treatments and services are documented, and generate a final bill. This guide walks you through the discharge and billing process.

Before you start

• The patient's medical case must be open and marked as inpatient (IPD).
• All medical procedures, medications, and treatments must be recorded in the case.
• The patient's doctor or primary care provider must approve discharge (or you must have discharge authority).
• You should know the facility's discharge procedure (e.g., sign-out form, bed return, key/equipment checkout).

Steps: Record discharge information

1. Open the patient's medical case by going to Medical Cases and clicking on their name. Open in Usystems

2. Look for the Discharge section in the case (often near the top or in a tab).

3. If discharge information is not yet recorded, click Record Discharge or + Add Discharge.

4. Enter the Discharge Date (today's date is usually the default).

5. Select the Discharge Type:

   • Regular Discharge: patient recovered or improved and left on their own.
   • Against Medical Advice (AMA): patient left without completing treatment.
   • Transfer: patient moved to another facility.
   • Death: patient passed away during admission.

6. Add a brief Discharge Note or summary of the patient's condition at departure (e.g., "patient discharged in stable condition, prescribed follow-up medication").

7. Click Save. The case is now marked as discharged.

Steps: Calculate final bill

1. In the discharged patient's case, go to the Billing or Invoice section.

2. Click Generate Final Bill or Create Discharge Invoice.

3. Review the itemized charges:

   • Ward stay (bed fees for each day in the ward)
   • Medical procedures (consultations, tests, surgeries)
   • Medications and supplies
   • Other services (meals, supplies, transport if charged)

4. The system calculates the Total Amount Due.

5. If the patient has made advance payments or deposits, these are deducted automatically (ask your administrator how advance payments are handled).

6. Enter the Remaining Balance or amount the patient must pay now.

7. Click Save or Finalize Bill. The invoice is now ready for the patient.

Steps: Settle payment and complete checkout

1. Have the patient or their guardian review and sign the final bill (if required by your facility).

2. Process payment (cash, card, or other method your facility accepts):

   • Click Record Payment on the bill.
   • Select the payment method.
   • Enter the amount paid.
   • Click Save.

3. If payment is not complete, note the remaining balance or arrange a payment plan.

4. Mark the patient's bed as Available so it can be cleaned and reused. Open in Usystems

5. Provide the patient with a copy of the final bill and receipt (print or digital).

6. Update any facility checkout records (key/equipment return, bed inspection, sign-out form) if your facility requires them.

Tips & common mistakes

• Don't forget medications: ensure all medications prescribed at discharge are listed and charged before finalizing the bill.
• Include all procedures: double-check that every procedure, test, or consultation during the stay is on the final bill; missing items cause payment disputes.
• Clarify advance payments: confirm with your administrator whether the patient already paid a deposit and how it reduces the final bill.
• Mark bed as available promptly: so the ward team can begin cleaning and reuse the bed for the next patient.
• Keep discharge notes brief but clear: future consultations or re-admissions rely on a clear record of why the patient was discharged and their condition at discharge.

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