Invoice generation and sending to patients/insurers

Purpose

1.1. Streamline creation and delivery of invoices post-appointment, integrating patient visits, service codes, and insurance data to enhance billing accuracy, minimize manual work, and ensure prompt payment tracking.
1.2. Automate extraction of patient session data, calculation of coverage or copays, and distribution to relevant parties (patients, insurers, accounting).
1.3. Facilitate record keeping by systematically archiving each invoice within secure storage, supporting compliance and audit needs.

Trigger Conditions

2.1. Completion of an appointment or session (manually or via EHR update).
2.2. Receipt of charge capture by practitioner input through a frontdesk or case management system.
2.3. New treatment entry logged or a checkout form submission.
2.4. Insurance verification status changed to approved.
2.5. Payment status update (e.g., copay received, bulk insurer remittance).

Platform Variants

3.1. QuickBooks
• Feature: Invoice API — Set up authentication, mapping of patient and insurer details, automate invoice issuance.
3.2. Xero
• Feature: Invoices endpoint — Configure invoice POST call using appointment and payer info.
3.3. Zoho Books
• Feature: Create Invoice action — Use patient demographic fields; auto-send via email to payer.
3.4. FreshBooks
• Feature: Invoices API — Populate client, service code, insurance info; schedule delivery.
3.5. Stripe
• Feature: Invoices API — Automate invoice draft and send for card-on-file patients; log payments.
3.6. Wave
• Feature: Create Invoice flow — Map session data; auto-generate and email PDFs.
3.7. Sage Business Cloud
• Feature: Sales Invoices API — Insert medical service as line item, trigger after session marked complete.
3.8. Kareo
• Feature: Billing API — Sync encounter data to generate and transmit invoices to insurers.
3.9. Athenahealth
• Feature: Claims and Billing API — Capture visit, submit claim as invoice with patient/account details.
3.10. DrChrono
• Feature: Invoice endpoint — Generate invoices from finalized encounters, set up insurer info mapping.
3.11. SimplePractice
• Feature: Automated Billing — Configure to trigger upon appointment completion for insured/self-pay.
3.12. TherapyNotes
• Feature: Billing Exports — Schedule export; automate push to accounting/invoicing tool.
3.13. AdvancedMD
• Feature: Claims Module — Pull session data, auto-prepare patient/insurance invoices.
3.14. Kareo Billing
• Feature: Billing API — Automatically generate and email/send invoices from clinical notes.
3.15. Google Sheets
• Feature: Apps Script Automation — Generate invoice document with patient/session merge, auto-email using Gmail API.
3.16. Microsoft Power Automate
• Feature: Invoice Template Automation — Use trigger upon EHR update; fill template, send via Outlook.
3.17. DocuSign
• Feature: Envelope API — Auto-generate invoice document requiring patient’s/insurer’s e-signature.
3.18. SendGrid
• Feature: Transactional Emails — Embed invoice PDF; schedule/send upon event in billing tool.
3.19. Mailgun
• Feature: API-triggered Email Delivery — Attach invoice; CC to operational email for tracking.
3.20. Dropbox Sign
• Feature: PDF Generation Workflow — Invoice filled from appointment API, delivered for insurer/patient signature.

Benefits

4.1. Eliminates manual data entry and reduces human error in billing.
4.2. Ensures invoices sent instantly and securely to both patients and insurers.
4.3. Improves patient experience through timely, accurate communications.
4.4. Accelerates payment cycles and supports compliance via audit-ready logs.
4.5. Enables auto-reminders for unpaid invoices, minimizing aging receivables.