Invoice Workflow
Visit Addressed → Invoice Sent → Payment Tracked
Visit is addressed by the clinician
When a visit status moves to 'addressed', the billing flow becomes available for that encounter.
Invoice created from visit context
Pre-populated with visit date, patient details, and any procedures or codes documented in the EHR.
Line items reviewed and adjusted
Add or edit consultation fees, procedure charges, lab costs, or custom items. Invoice stays in draft — not yet delivered.
Invoice sent to patient
Staff marks as sent. Invoice is locked, a PDF is generated, and the patient receives it by email or via portal.
Payment recorded or collected via Stripe
Staff records offline payment (cash, transfer) or attaches a Stripe payment link for online card collection.
Invoice history updated
Patient's invoice history reflects the new status — searchable by date, status, or visit reference.
Invoicing capabilities
Visit-Linked Invoices
Invoices pre-populate from addressed visit records — date, patient, procedures — with no re-entry
Multi-Line Item Billing
Consultation fees, CPT-coded procedures, diagnostic charges, and custom line items per invoice
Draft → Sent Workflow
Invoices start as editable drafts. Review before sending — locked and PDF-generated on dispatch.
Stripe Online Payment Links
Attach payment links to invoices. Stripe-collected payments auto-update invoice status.
PDF Export
Download or email invoices as PDFs. Patient portal shows billing history automatically.
Invoice History
Full invoice history per patient — draft, sent, paid status. Searchable by date and patient.
FAQ
Clinical invoicing — answered.
How are invoices tied to clinical visits in ELLEXMED?
Each invoice in ELLEXMED can be linked directly to a clinical visit record. When a visit is addressed, the treating physician or assistant can generate an invoice that pre-populates with the visit date, patient details, and any procedures or services documented in the EHR. This eliminates manual re-entry of billing information and ensures invoices accurately reflect what was actually delivered during the consultation.
What billing line items can be included in an ELLEXMED invoice?
ELLEXMED invoices support multiple line items per invoice, including: consultation fees (with configurable rates by visit type), procedure charges (linked to CPT codes from the EHR), diagnostic/lab ordering fees, and custom line items for any service not captured by a standard code. Each item has an individual description, quantity, and unit price.
Can ELLEXMED send invoices directly to patients?
Yes. Invoices can be delivered to patients via email directly from ELLEXMED. The patient receives a PDF copy of their invoice. If the patient has a linked patient portal account, the invoice also appears in their portal under their billing history — accessible at any time without requiring staff involvement.
Is there a review step before an invoice is sent?
Yes. All invoices go through a draft-to-sent workflow. Invoices are created as drafts — fully editable, not yet delivered to the patient. The clinician or billing staff reviews the line items, amounts, and patient details before marking the invoice as sent. Once sent, the invoice status is locked and a PDF record is generated.
Does ELLEXMED support multiple payment methods for invoiced amounts?
ELLEXMED invoices can be marked as paid via any payment method (cash, bank transfer, card) recorded manually by staff. For organisations using Stripe, online payment links can be attached to invoices for direct card payment by the patient. Stripe-collected payments automatically update the invoice status to paid.
Can we export invoices for accounting or tax purposes?
Yes. Individual invoices can be exported as PDF documents. Organisation admins can also export all invoicing data as part of the GDPR data export from the compliance dashboard — the full export includes all invoice records, line items, and payment statuses as JSON. Accounting integrations (e.g., QuickBooks, Xero) are available for Enterprise customers through custom integration.