Set up referring doctors and invoice header fields for medical aid claims

Medical aid claims need a few details about the whole visit, such as where the client was seen and who treated them. In Bookem, these sit in header fields at the top of the invoice. This article shows you how to set up those fields, including a list of referring doctors you can choose from on the client profile and the invoice.

The invoice header fields claims use

Header fields apply to the whole invoice, not to individual line items. Claims use these four:

• Place of service (required): where the client was seen, for example your consulting room.
• Treating provider (required): the practitioner who treated the client.
• Authorisation number (optional): the authorisation code from the medical aid, if the treatment needs one.
• Referring doctor: the doctor who referred the client to you.

If a required field is empty when you create a claim, Bookem highlights it so you can fill it in before you submit.

Step 1: Create data lists for referring doctors

A data list gives you a dropdown of options to choose from, so you don't retype the same details on every invoice. For each doctor, add their practice number as the value and their name as the description. The dropdown shows the name, and the claim uses the practice number.

Follow these steps:

1. Go to your data lists.
2. Click to add a new list and name it, for example "Referring doctors"
3. For each doctor, enter their practice number as the value and their name as the description
   
4. Save the list

Tip: Add new referring doctors to the list as soon as a client is referred by someone new.

Step 2: Add a referring doctor field to client profiles

Adding a referring doctor field to the client profile keeps a record of who referred each client, so the information is ready when you invoice.

1. Go to Clients > Client profile fields
2. Add a new field and name it Referring doctor
3. Set the field type to a dropdown that uses your Referring doctors data list
   
4. Save the field.

You can now select the referring doctor on each client's profile.

Step 3: Add header fields to your invoices

Next, add the header fields to your invoice so they appear at the top of every invoice you create.

1. Go to Payments and invoicing > Line items > Edit fields
2. Add Referring doctor, as a dropdown that uses your Referring doctors data list
   
3. Move the fields up or down to arrange them in the order you prefer.
4. Save your changes.

Note: If you've added a referring doctor to the client's profile, check that the same doctor is selected on the invoice before you submit the claim.

Learn more

• How to set up your business for medical aid claims
• Set up line item modifiers
• Create and submit a medical aid claim
• How to do split billing for medical aid claims