Arya has the ability to privately bill patients for services that are not covered by provincial health care. You can create invoices for services that can be issued directly to a patient.
Accessing Private Billing
To access the private billing section, you can select the Global Billing tab, then select Private in the left-side panel.
Using the Private Billing
Once you access Private Billing, the default view will show the invoices created for you (if you are a clinical user) or for all users in your clinic (if you are a non-clinical user).
Use the left-side panel filters to choose whose bills you would like to view, as well as set a date range. You can also use the search bar to look up invoices by patient name.
On the left, you can also find the invoice buckets that correspond to invoice statuses:
View All: shows all invoices in all statuses
View Unpaid: shows invoices in Pending status (created, but not issued to the patient)
View Issued: shows invoices in Issued status (issued to the patient, but not yet paid)
View Paid: shows invoices that have been marked as paid
View Refunded: shows invoices that have been moved to the Refunded status
You can select one or more invoices from the list and either delete, export as a Comma Separated Value (CSV) file, share through the patient portal, eFax or print. These options are found on the right-hand side of the page. Select the 'i' icon to view or edit the invoice.
📖 Note: Invoices that have the status of Issued or Paid cannot be edited. The exception is changing the status from Issued or Paid to Paid or Refunded.
Creating a Private Bill (invoice)
Click Create Invoice on the left to display the invoice creation page.
Enter the Patient Name, the Billing Physician, the Service Date, and the Due Date.
You can also add a contact from the address book to Addressed To, indicate the payment method and leave a comment for your reference.
You can add an invoice item in two different ways:
Click on the Add blank line item to create a blank invoice line item. You will have complete control over the Fee Name (or code), description, item cost, quantity, and tax amount. The amount will be calculated as item cost * quantity + tax.
Choose pre-defined fee codes in the right-hand side panel. You can choose Provincial or Custom for the type of fee code. Once you have selected a code, it will populate a new invoice line item. You will still have the ability to modify any item on the line.
📖 Note: Custom fee codes are managed in the Admin menu in Arya.
Select the status of the invoice and click Submit. After that you can print, eFax or share the invoice with the patient.
Once you have created your invoice, Arya will maintain running totals for amount, tax, and total amount.
📖 NOTE: For provincial codes, the tax will have to be added manually in the field.
You can select the button below if you wish to learn about how to create custom fee codes in Arya's Private Billing engine.
Refunded Invoices
In case a refund has been issued to the patient, you can have this reflected in Private Billing:
Locate the invoice by searching by patient name or reviewing your Issued/Paid invoices.
Click the 'i' icon next to the invoice in question.
Change the status by selecting Refunded from the drop-down.
Click Submit.
After that, the invoice will indicate the refunded amount next to the paid amount.
