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Invoicing Overview

Decoda Health’s intelligent invoicing system streamlines the entire billing process, from invoice creation to payment collection. This overview explains the key components and workflows of our invoicing system.

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Key Features

Automated Billing

Generate invoices automatically based on patient visits and services

Multi-channel Delivery

Send invoices via email, SMS, or physical mail based on patient preferences

Payment Processing

Accept payments online, over the phone, or through traditional methods

Intelligent Follow-ups

Automatically send reminders based on customizable rule sets

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Invoicing Workflow

The typical invoicing workflow in Decoda Health follows these steps:
1

Invoice Creation

Invoices are generated either automatically or manually by staff in the payment terminal by creating an outstanding charge.
2

Delivery

Invoices are delivered to patients through the assigned communication channel. With smart fallbacks.
3

Payment Collection

Payments are processed and applied to outstanding balances. Invoices are automatically updated to reflect the new balance.

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Invoice Screen

Invoice Screen
Each invoice set in the system progresses through various statuses as it moves through the collection process:
  1. Active - The invoice set is active and healthy. Invoices are being sent.
  2. Paused - Collection process temporarily halted
  3. Cancelled - Invoice set has been cancelled
  4. Expired - Invoice set has reached the end of its collection period
  5. Paid - Fully paid by the patient
  6. Will Fail - System has detected issues that will prevent successful delivery of one or more invoices in the future
  7. Failed - Collection process has failed due to technical or other issues
Users can perform several actions on entire sets of invoices:
  • Resume a paused invoice set
  • Pause an active invoice set
  • Change the rule set applied to an invoice
  • Send to collections agency
  • Write off the balance
  • Cancel the invoice set

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Rule Sets

Rule sets are the core of Decoda’s intelligent invoicing system. They define:

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Managed Patient Payments

Decoda’s intelligent invoicing system handles the entire payment lifecycle automatically, allowing you to focus on patient care while we handle collections:
  • Automated Patient Inquiries: Our system automatically responds to patient questions about their bills, payment options, and due dates without staff intervention
  • Smart Balance Extraction: The platform automatically extracts due amounts from your practice management system, ensuring accuracy and eliminating manual data entry
  • End-to-End Invoice Management: From initial bill creation to final payment confirmation, the entire invoicing cycle is managed automatically
  • Multi-Channel Communications: Patients receive timely reminders through their preferred channels (email, SMS, mail) based on your configured rule sets
  • Self-Service Payment Options: Patients can easily pay online, set up payment plans, or schedule future payments without calling your office
Simply set up your rules once, and the system handles everything else - you just watch the payments come in.
Custom integrations can be developed using our comprehensive API. Alternatively, we offer a managed human in the loop service for those who prefer to handle payments manually.

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Getting Started

Editing Invoices

Manage and modify existing invoices

Rule Sets

Configure automated communication sequences

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Best Practices

For optimal collection rates, we recommend: - Sending invoices within 48 hours of service - Using multiple communication channels - Offering online payment options - Setting up automated reminders - Providing clear payment instructions