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9.3.2 Creating a New Blank Invoice

A: For a patient with no insurance and with only themselves as a guarantor.

B: For a patient with insurance and with only themselves as a guarantor.

C: For a patient with no insurance and one or more guarantors.


 

A: Creating a New Blank Invoice for a Patient with No Insurance and with Only Themselves as a Guarantor.

  •  1. From the Patient Dashboard, click the Financials in the menu bar.
  • 2. In the Invoice Management tab, click Blank Invoice.
  • 3. To add an initial line item to the invoice, double-click below the Code column. In the list of procedure codes, click to highlight the code. Alternatively, type the Code or Description in the search area below each column heading. Click OK. 
  • 4. The code and description will be added to the line. Add the applicable tooth or area by clicking below the Area column. Click the tooth or area.

BlankInvoiceNew

  • 5. Add the surface (if applicable) by clicking below the Surface column title, and then clicking to choose a surface from the list.
  • 6. To edit the cost of the procedure, type the new price below the Fee column.
  • 7. To add an additional line item, click New Line Item, OR double click the next blank line item underneath the Code column.
  • 8. To remove a line item, select the item and click Delete Line Item.
  • 9. After adding all line items, click Continue – Set Payees.
  • 10. The Step 2 dialog box contains information regarding guarantor payment responsibility. This patient only has one guarantor with 100% of the fee allocated to them. Simply click Continue – Generate Patient Invoices.

  • 11. The Step 3 dialog box indicates that the invoice has been created and assigned. Click Close Window.

 



 

B: Creating a New Blank Invoice for a Patient with Insurance and with Only Themselves as a Guarantor.

 

A patient’s insurance information can be updated in the scheduling module. Please see Assigning Insurance to a Patient 9.2.3 for instructions.

  • 1. From the Patient Dashboard, click the Financials in the menu bar.
  • 2. In the Invoice Management tab, click Blank Invoice.
  • 3. To add an initial line item to the invoice, double-click below the Code column. In the list of procedure codes, click to highlight the code. Alternatively, type the Code or Description in the search area below each column heading. Click OK.

9.3.21

  • 4. The code and description will be added to the line. Add the applicable tooth or area by clicking below the Area column. Click the tooth or area.
  • 5. Add the surface (if applicable) by clicking below the Surface column title, and then clicking to choose a surface from the list.
  • 6. To edit the cost of the procedure, type the new price below the Fee column.
  • 7. To add an additional line item, click New Line Item OR double click the blank line item below the Code column.
  • 8. To remove a line item, select the item and click Delete Line Item.
  • 9. The insurance coverage estimate for each item will appear in the Insurance column. Additional insurance information can be found at the top of the Step 1 dialog box. If the patient has coverage from more than one company, there is an option to switch companies. To switch coverage, click Change Insurance, and a Select Insurance dialog box will appear.

  • 10. Click to choose the Insurance Provider and then click Use Selected Insurance.
  • 11. There will be an option to recalculate the insurance rates. Click either Yes or No to return to the Step 1 dialog box.
  • 12. Additional Insurance Information, allows users to enter ‘box’ information that will appear on the ADA – Insurance Claim Form and MUST be added in this section as information entered directly on the PDF will NOT be saved. Click Additional Insurance Information, and then click to type the Predetermination ID, select the checkbox to indicate Orthodontic Treatment, and click an option button to choose whether the submission relates to an accident.

9.3.22

  • 13. Click Save Information to return to the Step 1 dialog box.
  • 14. After adding all line items, click Continue – Set Payees.
  • 15. The Step 2 dialog box contains information regarding guarantor payment responsibility. This patient only has one guarantor with 100% of the fee allocated to them. Simply click Continue – Generate Patient Invoices.       

  • 16. The Step 3 dialog box indicates that the invoice has been created and assigned. Click Close Window.
  • 17. The new invoice will now be listed in the Invoice Management tab (as well as in the Payments Tied To Invoices tab) as two parts, the portion to be paid by the patient (invoice number-1), and the estimated coverage by insurance (invoice number-2). The IT or Invoice Type column outlines whether the invoice belongs to the patient or insurance.

invoice man



 

C: Creating a New Blank Invoice for a Patient with One or More Guarantors and No Insurance.

 

A patient’s guarantor information can be updated in the scheduling module. Please see Patient Families 4.2.7 for instructions.

  • 1. From the Patient Dashboard, click the Financials in the menu bar.
  • 2. In the Invoice Management tab, click Blank Invoice.
  • 3. To add an initial line item to the invoice, double-click below the Code column. In the list of procedure codes, click to highlight the code. Alternatively, type the Code or Description in the search area below each column heading. Click OK.

  • 4. The code and description will be added to the line. Add the applicable tooth or area by clicking below the Area column. Click the tooth or area.
  • 5. Add the surface (if applicable) by clicking below the Surface column title, and then clicking to choose a surface from the list.
  • 6. To edit the cost of the procedure, type the new price below the Fee column.
  • 7. To add an additional line item, click New Line Item OR double click the blank line item below the Code column.
  • 8. To remove a line item, select the item and click Delete Line Item.
  • 9. After adding all line items, click Continue – Set Payees.
  • 10. If the patient only has one guarantor, no input is required in the Step 2 dialog box and 100% of the invoice will be assigned to the guarantor. Click Continue – Generate Patient Invoices and move on to step 15. For more than one guarantor, move on to step 11.

9.3.23

  • 11. Click the Guarantor drop–down list box and then click to choose the first guarantor. Click to type Percent to Pay (the value will be displayed next to the text box). Click Apply.
  • 12. Click to choose the second guarantor. (In this example, the patient has two guarantors and the remaining balance has been assigned to the second guarantor.) Click Apply.
  • 13. To edit the amount assigned to a guarantor, click Edit in the Actions column.
  • 14. Assign payment to any additional guarantors, if required. Once 100% of the invoice has been assigned, click Continue – Generate Patient Invoices.
  • 15. The Step 3 dialog box indicates that the invoice has been created and assigned. Click Close Window.
  • 16. The new invoice will now be listed in the Invoice Management tab (as well as in the Payments Tied To Invoices tab). It may be listed in parts, depending on the number of guarantors. In the case of two guarantors, the invoice will be listed in two parts, the portion to be paid by the first guarantor (invoice number-1), and the portion to be covered by the second guarantor (invoice number-2). The guarantor belonging to the invoice are listed under the Billed To column.

guarantors