Billing

Billing is an entity where an account's billing activity is recorded. In this space Invoices will be created from Clinical billable materials, payments recorded, refunds and credit notes issued.

Billing in Merlin?

Billing exists in Merlin, however you will not see this terminology in the front end, this is a generic term that covers the actions within a "client's account" or the "accounts screen" which this space is commonly referred to as.

Entities within Billing

1. Billing Account - The parent entity.
2. Invoices and Contents - Issued Invoices with a tax point.
3. Draft Invoices - Invoicable charges.
4. Payments and Donations
5. Credit Notes
6. Refunds
7. Account Allocation - Relationships between payments, invoices, credit notes and refunds.

Relationships

A billing account will reference different domains, however will not likely be referenced outside of the billing domain itself.

The billing account will be used when posting chargable records, such as the Clinical domain's POST billable-records.

erDiagram Account { uuid account-uuid } Billing ||--|| Account : Related Billing { uuid billing-uuid uuid account-uuid }

caution

In the current iteration there is a 1:1 relationship between Account and Billing.

This is due the current legacy support, however please plan for a 1:M relationship where 1 Account may have Many Billing accounts.

Related Limitations

1. A Billing Account cannot be created, this is currently automatically created with an Account.

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Billing Schema

Please take note of the following points for this schema:

1. Invoice-Number Is only unique within the Tenant-Id, this is generated upon creation.
2. Donations can only be used on tenants for charity's.
3. Payments can be allocated at the time of recording, currently this cannot be done afterwards.

What are ...

1. Draft Invoices? - These are items posted as billable records that are not yet invoiced. You will need to use the billable-uuid to pass into POST Invoices.
2. Donations? - These are related to tenants of charity's. You can record donations to the charity on the billing account by passing the donation type with the payment.
3. Account Allocation? - In Merlin this is known as payment allocation, but broadly represents where payments, credit notes and refunds are allocated to.
4. Subscriptions? - These are elements of healthcare plans as related to billing. Here we will find the balance, renewal details and entitlements

How does invoice creation work?

1. Items must be added via the clinical domain under /billable-records
2. You will find any chargable work now appearing in the billing domain under the /draft-invoices
3. Submit all billable-uuid's required from /draft-invoices into POST /invoices to create the invoice

How does allocation work?

1. An Invoice can have a payment and/or credit note allocated.
2. A Payment can have a refund allocated.
3. A Credit Note can have a refund allocated.

info

Note that unlike in Merlin, allocation is assigned at the invoice level. This API represents the future state of allocation and the complexity has been removed from the API contract.

Where are Discounts shown?

Discounts issued during treatment are shown within the Invoice or Draft Invoice records, which is taken off the total invoice value.

Discounts issued from the Merlin Accounts screen (aka Billing), are classified as Credit Notes.

Payments and Credit Notes allocated to Invoices will show in the amount-paid field.

Cross Domain UUID References

Reference	Domain	Resource	Note
location-uuid	location-management	/locations	Location, e.g. work location.
contact-uuid	contact-management	/contacts	Identifies the individual person.
patient-uuid	patient-management	/patients	Identifies the specific patient.
formulary-uuid	formulary-management	/services, /stock	Identifies the formulary configuration used to create the charges.
appointment-uuid	calendar-management	/appointments	Identifies the appointment work was recorded with.
contact-practioner-uuid	contact-management	/contacts, /practitioners	Identifies the Practitioner who recorded the charges.
legal-entity-uuid	location-management	Not Yet Available	Identifies the practices legal entity which owns the charges.

Security Scopes

The following authorisation scopes are required to access different resources within this domain:

• billing-acc:read
• billing-acc:create
• billing-acc:update
• billing-acc:remove
• billing-acc:payments:read
• billing-acc:payments:create
• billing-acc:payments:remove
• billing-acc:billing:read
• billing-acc:billing:create
• billing-acc:billing:update
• billing-acc:invoices:read
• billing-acc:invoices:create
• billing-acc:invoices:remove
• billing-acc:subscriptions:read
• billing-acc:subscriptions:create
• billing-acc:subscriptions:update
• billing-acc:subscriptions:remove