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HOSPITAL INFORMATION
MANAGEMENT SYSTEM
OPD BILLING MODULE

LAKMEDIPRO (PVT) LTD

Billing Module

Hospital Information Management System

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Contents
Billing Module ..................................................................................................................................................... 1
Table of Figures .................................................................................................................................................. 3
Billing .................................................................................................................................................................... 4
User Friendliness ............................................................................................................................................. 4
Payment Methods ........................................................................................................................................ 5
Discount Schemes ......................................................................................................................................... 7
Client Database ............................................................................................................................................ 7
Flexible Revenue Model .............................................................................................................................. 7
Flexible Item Characteristics ..................................................................................................................... 11
Membership Schemes ................................................................................................................................ 11
Department-VICE billing ............................................................................................................................ 11
Packages ...................................................................................................................................................... 12
Referring Doctor Details ............................................................................................................................. 12
Distributed billing ......................................................................................................................................... 13
Flexible Printing ............................................................................................................................................ 13
Reprinting...................................................................................................................................................... 13
Cancellations ............................................................................................................................................... 14
Refunds ......................................................................................................................................................... 14

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TABLE OF FIGURES
Figure 1: Three out of 20 different themes available to user .................................................................... 4
Figure 2: Two different zoom levels ................................................................................................................ 5
Figure 3: Different Payment Methods Possible as Source of Payment ................................................... 6
Figure 4: Additional Details Recorded for Cheque Payments ................................................................. 6
Figure 5: Single Bill Item has been added by user ...................................................................................... 8
Figure 6: Two Fees has been generated as Hospital Fee & Staff Fee ..................................................... 8
Figure 7: Different Discount Schemes ............................................................................................................ 9
Figure 8: Search clients from the database ............................................................................................... 10
Figure 9: Add new client from Billing Window ........................................................................................... 10
Figure 10: Adding Investigations or Services From Three Different Departments ............................... 11
Figure 11: Three Bills for Separate Departments Have been generated from a single event of billing
............................................................................................................................................................................ 12
Figure 12: Record of Referring Doctor Details at the Time of Billing ...................................................... 13

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BILLING
Billing module handles issuing bills for services or goods given to customers by any department of
the institution. Billing module is commonly associated with other modules like Laboratory,
Pharmacy, Petty Cash or Professional Payment.
USER FRIENDLINESS
The application is focusing on improving the user experience. Most of the works are automated
and there is minimal handling of computer for a particular task. Billing interface is also made in a
way it is very easy for the cashier to invoice a customer.
The users can select a theme appropriate for their choice. The size of the screen can be easily
adjusted to match individual preferences. The menu visible to user depends on the role based
privileges so that easy for the user to locate the required functionality.

Figure 1: Three out of 20 different themes available to user

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Figure 2: Two different zoom levels

PAYMENT METHODS
Payments can be accepted as cash, credit, cheque, credit card or bank slips. Authorized users
can use staff members or agencies as source of payments. (Refer Figure 3). Depending on the
selected payment method, required data may be needed to be added in addition. For example,
if cheque is selected as the payment methods, it is mandatory to enter the issues bank, cheque
data and cheque number. (Refer Figure 4)

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Figure 3: Different Payment Methods Possible as Source of Payment

Figure 4: Additional Details Recorded for Cheque Payments

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DISCOUNT SCHEMES
The user can be selectively allow to use different discount schemes. These discount schemes
automatically calculate the discount depending on the discount scheme, payment methods
selected, credit company and client membership type. For example, only the chief cashier may
be able to use the discount scheme called ‘Company Director Discounts’ which will add 20%
discount for cash payments or 15% discount for credit card payments. The other cashiers may be
able to use ‘Doctor Discount’ which will add 10% discount for cash payments or 7% discount for
credit payments.
CLIENT DATAB ASE
The clients can be searched from the database easily or can add a new customer inside the same
billing frame without any fizzle. (Refer Figure 8 and Figure 9 )
FLEXIBLE REVENUE MODEL
The data structure is made in a very sophisticated and detailed manner, so that the complex
logics involved in the billing process is completely hidden from the end user. For example, take
the following example.
PAP smear by Rd. Kamal
When that is billed, the following people or departments must get there income as follows.
1.
2.
3.
4.
5.

Rd. Kamal, VOG, Rs. 1200.00
Rd. Saman, Pathologist, Rs. 800.00
Assisting Nurse , Rs. 200.00
OPD Department, Rs. 200.00
Pathology Lab, Rs. 600.00

When the cashier is bills a PAP Smear, only he has to select that single item. But all the revenues
will be generated as once designed by the user who is responsible for managing item fees. The
total charge will appear as an income to the billed department and will also be listed in the ShiftEnd Summery and Day-End summery for the cash handover. The revenue will be listed under each
person or department for payments and analysis purposes. (Refer Figure 5 and Figure 6 )

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Figure 5: Single Bill Item has been added by user

Figure 6: Two Fees has been generated as Hospital Fee & Staff Fee

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Figure 7: Different Discount Schemes

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Figure 8: Search clients from the database

Figure 9: Add new client from Billing Window

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FLEXIBLE ITEM CHARAC TERISTICS
The items can be marked as discountable or not. When calculating the discount, those items that
are labelled as discountable will be given discounts. Charges for any item can be marked as
editable. Only such marked item fees will be available to edit at the time of billing, charges of
other items are not allowed to be changed by the cashier.
MEMBERSHIP SCHEMES
Clients can be registered by the system and can be allocated to various membership schemes
like Platinum, Gold or Silver. Depending on the membership scheme and the payment methods,
different services can be discounted at different rates automatically.
DEPARTMENT-VICE BILLING
Each Investigation and service has assigned to a specific department. For example, FBS is
performed at the Biochemistry department whereas FBC is performed in the Haematology
department. The user do not have to have any idea about the relevant department and all he
has to do is to add investigations or services to the same window. There will be generation of
multiple bills with different bill numbers which groups the requests to separate departments. (Refer
Figure 10 and Figure 11)

Figure 10: Adding Investigations or Services From Three Different Departments

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Figure 11: Three Bills for Separate Departments Have been generated from a single event of billing

PACKAGES
When several services are bundled together and given a different fee structure, it is called as a
Package. Any number of packages can be created and there fees can be configured to vary
depending on the package, payment method, discount scheme or membership. For a single
package, the user has to enter client details and add the packages. Then bills will be generated
separately for each department.
REFERRING DOCTOR DET AILS
Billing process can also record details about the referring doctor, so that analysis can be easily
done in back office. (Figure 12)

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Figure 12: Record of Referring Doctor Details at the Time of Billing

DISTRIBUTED BILLING
Billing can be at one physical location to another physical location as this application can be
hosted in internet. For example, gall branch can bill a TSH performed at main branch in Colombo.

FLEXIBLE PRINTING
The bill printing settings varies significantly from one place to another. The software is flexible
enough to accommodate different printer settings. There are department-vice preference to for
printing so that each department can have their own way of printing bills. Some front offices use
3 inch wide point of sale printers (POD Printers), where others are use 5.5 inch papers on impact
printers. Some papers are pre-printed with company details while others prefer to print every detail
in the bill through the program on blank papers. The application can easily cater to the above
requirements due to the flexibility of department-vice printing preferences.
REPRINTING
Authorized users are allowed to take reprints when required. Searching bills are very easy using
client name, address, bill number, bill date or bill total. The bill will contain a label which states that
this is a duplicate bill.
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CANCELLATIONS
Bills can be easily searched for cancellation by authorized users.
In cancellations, the whole billing process is reversed. The total bill fee will be paid back. All the
items for that particular bill will be cancelled as well. For example, if two investigations had been
added by the bill that was cancelled, will be marked as not available to proceed. It is not possible
to issue reports for those investigations. If investigations has already been performed, such bills are
not allowed to be cancelled, unless there is a special permission from an authorized person to
cancel such as that violates the business usual practices.
The re-payment method for cancellation can be decided by the cashier as authorized by the
management. For example, repayment of credit card bills can be cancelled and pay as cash to
the client if the management has already decided to handle the case in that way.
The cancellation process will be added to that particular days shift end summaries and day end
summaries. When the bill that was cancelled had been billed in a previous day, there will be no
change in the previous day summaries. Attempts to cancel the same bill by accident by more
than one users simultaneously from one or more locations are not allowed by the system.
REFUNDS
Multiple Refunds can be done by authorized users easily after searching the relevant bill using
various criteria like client name, bill total, requested investigations or bill number.
In refund, part or full charge of each individual bill component can be cancelled. For example,
when one bill contained UFR and Urine Culture & ABST, only part of the Culture & ABST can be
refunded to the patient. Multiple refunds for the same item can be done provided the total
repayment amount do not exceed the original payment. Multiple users can refund the same bill
from one or more locations, but will not allow them to exceed the total payment.
The refunds, as in the case of cancelled bills, will not affect previous summaries, but will be added
to the current summery only.

Billing Module

Hospital Information Management System