Medical Invoice Template

As a health care practitioner running your own medical business, you know how important it is to have a professional way to show your patients the expenses they've incurred from their medical visits. When it's time to request payment, a well-designed medical invoice can make a difference in getting paid on time, and even in keeping your clients happy with your services. 

However, spending hours behind the desk creating medical invoices for each of your clients will take a lot of valuable time from your business. So what's the work around? You can create your own medical invoice template that you can easily adapt to each of your patients in just a matter of minutes. To help you create an effective invoice template, let's go over the basic but essential elements to include in your medical bills.

Note: If you are looking for ultimate invoicing efficiency for your medical business, check out what Bonsai has to offer. Our all-in-one business hub has all the tools you need to make your administrative tasks a bliss. Try a 14-day free trial today.

Essential Elements of Medical Invoice Templates

When creating your medical invoice template, keep in mind all information has to be clear and easy to understand for your clients. At the same time, you want a professional invoice with all necessary details to help you keep good records of all of the services provided and your business' income. Make sure your invoice template has all the following elements so you can easily create a perfect medical invoice every time.

Medical Organization Information

In the first section of your medical invoice template, include your practice or organization's information such as the registered business name, address, phone number and website. For a more professional invoice, you can also include your business' logo, or any medical-related imagery as this will make it stand out and help your clients identify your business better.

Additionally, make a mention of any specialized services you offer such as anesthesiology, allergy treatment, orthopedics, dental services, etc.

Doctor's Information

Next, include a section for the health care service provider's information. Specify the full name, licensing information, and if appropriate, the direct contact details. Especially if the medical invoice template will be used for a group practice, you want to make sure the doctor's details are specified separately so that there is no confusion when billing your clients.

Invoice Number and Date

All your medical invoices should have a unique invoice number and the date when it was sent out. This will help you keep more organized records for accounting purposes and determine a payment due date, which is usually 30 days after the invoice was sent out (although you can adjust this depending on the agreement you have with your patients).

Patient Information

As far as your patient's information, your medical invoice template should include a section for their full name, date of birth, weight, height, as well as their contact details such as phone number, email and address. Not only is it good to include this on the invoice, but having as much contact information as possible on your database will be of use for you in case of a delay in payments. If you've assigned a patient ID number for them, this is the place to include it on the template.

Services Rendered

In this section, you want to include a brief description of the patient's visit, procedures, medications supplied, or any other intervention. If you are billing for multiple visits, don't forget to specify the date for each of the services provided. Then list the unit cost, and the total cost for each of the medical services. It's important to detail each charge as much as possible (while keeping it concise and easy to understand) to avoid spending extra time on clarifications, which may lead to late payments.

Totals

When calculating the total amount due, make sure to have separate lines for the subtotal amount, the applicable taxes, and then the final amount your client must pay. If you are applying any discounts, maybe for a patient in financial distress, or a cash up-front settlement, make sure to include it in this section as opposed to the service description section. Add the discount in negative numbers after the subtotal, and then factor in the taxes.

Payment Details

The final section of your medical invoice template is to let your clients know of all available payment options, as well as any late payment penalties that may apply after the invoice is due. Remember, the more payment options they have, the more likely it is for you to get your money on time. These options can be a check, credit/debit card, online payments (PayPal, Stripe, etc...), or cash. Don't forget the account numbers, account holder's name and the mailing address in case they want to send you a check.

Notes

Many health care professionals include the outcome of the medical visit on their invoices. You can add a couple lines as a note to briefly describe the results of a medical test, or the patient’s prescription. Alternatively you can add a thank you message to your patient, prompting them to reach out to you in case of any doubt or emergency.

Use Our Free Medical Invoice Template

Your medical business deserves all of your attention, and with so much to take care of, the last thing you want is to waste time creating your invoice templates. To save you time and skip the headache, download Bonsai's free medical invoice template. Our invoice formats are completely customizable; easily fill in your patient's details, add a couple of branding touches and with just a few clicks you'll be ready to print out or send invoices online.

With Bonsai, you will not only be able to create a professional medical invoice in no time, but you can also take advantage of many other invoicing tools. Send payment reminders, automatically apply late fees, and get viewing notifications. We'll help you step up your invoicing game and increase your chances of getting paid on time for all your hard work.

Want more? Our all-in-one business hub will help you keep all of your administrative tasks in one place, with an effective tax software, accounting tools, contract templates, and even a business checking account to simplify your payment process.