Invoicing cancelled and missed appointments
When cancelling an appointment or marking an appointment as missed, you have the option to invoice an item code.
Setting up your defaults
Before using this feature, set your practice-wide defaults in Settings > Billing > Billing, under Cancellation & Missed Appointment Defaults:
Default cancellation item code – the default item code used when invoicing a cancelled appointment
Default missed appointment item code – the default item code used for missed/D.N.A appointments.
Adapt fee to original appointment item's rate – when enabled, the cancellation fee is set to the same fee as the item code associated with the appointment. When disabled, the fee set on the selected cancellation item code is used instead.
You can also control whether the Invoice cancellation fee toggle (see below) starts on or off by default:
Always default to off
Always default to on
Default to on only when cancelled within a notice window you set, in hours, days, or business days (e.g. within 24 hours of the appointment start time)
Setting a specific cancellation code on an item
In addition to the default cancellation item code as explained above, each item code can have its own Cancellation/Missed Item Code Override, set under Settings > Billing > Item Codes.
When you invoice a cancellation or missed appointment fee, PracSuite checks if the original item code on the appointment has a corresponding cancellation item override. If one is set, it replaces the appointment's item code on the invoice. If not, your practice-wide default cancellation item code is used instead.
The main real-world case for this is NDIS billing, where a specific cancellation item code for a corresponding service is required. The correct code depends on your profession and support category. If you don't bill under NDIS, you probably won't need this feature, your practice-wide default will normally cover it.
Item groups
If you invoice an item group rather than a single item code, you can control this at a more detailed level. On the item group's settings (Settings > Billing > Item Groups), each item has its own Invoice on cancellation/missed setting.
Only the items with cancellation/missed enabled will be added to the invoice when you cancel or mark an appointment as missed, all other items in the group won't be invoiced.
Cancelling an appointment
When you delete/cancel an appointment, enable the Invoice cancellation fee option. PracSuite selects the item code to use automatically (your default in Settings > Billing, or your item code level override), which you can change if needed.
Choose whether to open the invoice for review straight away, or just have it created in the background.
Pass Redemptions
When cancelling an appointment that has a pass redemption, you won't see the cancellation switch in the cancellation popup. Instead, a separate popup will appear after you confirm the cancellation to choose how to handle the pass redemption. You can choose from the following options:
Reassign it to your cancellation item (consumes a redemption)
Keep the original item code (consumes a redemption)
Delete the redemption entirely (returns a redemption to the patient)
We recommend caution in redeeming cancelled/missed classes with the standard class item code, as this could lead to fraudulent health fund claims when the patient did not actually attend the class. Selecting a generic cancellation item is important in this context.
Ensure that your cancellation item code is selected as a redeemable item in Settings > Billing > Passes.
Marking an appointment as missed
In the appointment status dropdown, use the Invoice button next to Missed/D.N.A. to set the status and add the resolved missed appointment item to an invoice in one step.
Batch invoicing
If you use Batch Invoicing, enable Invoice appointments marked as Missed/D.N.A in your Batch Invoicing Criteria to have missed appointments invoiced automatically using the default missed appointment item code in Settings > Billing, or the item code level override. The appointment status will remain as Missed/D.N.A after being invoiced.
Currently, there is no way to automate invoicing for cancelled appointments, which can only be done manually at the time of cancelling the appointment.