How to Create Private Non-MSP Invoices in OSCAR Pro

While public health billing through the Medical Services Plan (MSP) handles the majority of patient encounters in British Columbia clinics, revenue tracking doesn’t stop at Teleplan submissions. Healthcare practices regularly provide services that are not covered under MSP—ranging from direct patient charges like missed appointment fees and medical forms to third-party billing for law firms, WorkSafeBC (WSBC), or ICBC.

Managing these non-MSP charges accurately within your Electronic Medical Record (EMR) system is essential for financial integrity. OSCAR Pro provides a robust, built-in workflow for creating, reviewing, printing, and tracking private invoices.

Why Proper Private Invoicing Matters for Your Clinic

Failing to standardize private invoicing often leads to untracked clinic revenue, misplaced receipts, and manual data entry errors. Implementing proper private billing workflows in OSCAR Pro enables your practice to:

• Capture Non-MSP Revenue: Track patient-paid fees and third-party claims seamlessly alongside standard MSP data.
• Accelerate Data Entry: Utilize pre-configured private billing forms and preset fee codes to eliminate repetitive typing.
• Maintain Financial Consistency: Ensure all practice revenue feeds directly into internal reporting for accurate reconciliation.
• Ensure Professional Auditing: Generate clear, printable receipts and third-party statements with designated case references.

3 Ways to Access Private Billing in OSCAR Pro

OSCAR Pro makes launching a private invoice quick and flexible, offering three distinct entry points depending on your workflow:

1. From an Encounter Note: Click the dollar sign ($) icon at the bottom of the chart note window. This automatically saves the encounter note and populates the billing form with the active service date and assigned physician.
2. From the Appointment Schedule: Click the “B” icon next to the patient’s scheduled appointment slot (if enabled). This automatically populates the billing provider and date.
3. From the Patient Master Record: Open the patient’s Master Record and select Create Invoice from the left-hand billing panel. (Note: Manual practitioner selection may be required when accessing billing via the Master Record).

Step-by-Step: Creating a Private Invoice

Once the main billing interface is open, follow these steps to generate a non-MSP claim:

1. Select the Private Billing Form

At the top of the billing screen, locate the Billing Type drop-down menu (which defaults to MSP) and switch it to Private. This instantly reloads the window with your clinic’s custom Private Billing Form.

2. Enter Service Details & Fee Codes

• Choose Preset Codes: Check off the appropriate private fee items configured on your form (e.g., Uninsured Office Visit, Form Fee, Chart Copy).
• Manual/Freehand Search: If a specific code isn’t listed on your quick-form, search for it manually or enter the fee code directly into the service code fields.
• Adjust Quantities & Amounts: Units are defaulted to 1. Adjust the unit count or update the fee dollar amount on the review screen if a custom charge applies.
• Add Lines if Needed: Use the Add Billing button to expand up to six code fields per invoice. Diagnostic (Dx) codes are optional on private invoices but can be added manually if required.

3. Review and Save

Click Continue to load the review screen. Verify the provider, patient details, and subtotal. Click Save & Print Receipt to finalize the entry and generate a print-ready receipt.

Billing Third Parties (WSBC, ICBC, Lawyers, Insurers)

When an invoice needs to be billed to an organization rather than the patient directly:

1. On the receipt confirmation screen, locate the Billed To field.
2. Click Search to select an existing third-party contact from your system directory (e.g., WorkSafeBC, ICBC).
3. Adding New Contacts: If the organization isn’t listed, choose Add/Edit Address.
   • Best Practice: Always search for the company name first before creating a new entry to prevent duplicate contacts in your system database.
   • If no record exists, fill out the company name, attention line, full address, and telephone number, then save.
4. Include Reference Notes: Use the Billing Notes section at the bottom of the receipt screen to attach claim numbers, legal case identifiers, or claim reference details.
5. Click Update Invoice to save the changes.

Reviewing and Editing Saved Invoices

Need to adjust an invoice or reprint a receipt for a patient?

1. Open the patient’s Master Record.
2. Navigate to the left-hand menu and select Invoice List.
3. Click directly on the hyperlinked Invoice Number to reopen the full invoice receipt window for re-printing or editing.

Ready to Master Your Medical Billing?

Standardizing your private invoicing workflow ensures your practice captures every dollar of non-MSP revenue while reducing administrative overhead.

Want to deepen your expertise in British Columbia medical billing workflows? Explore our complete MSP Invoicing Course for comprehensive guides, step-by-step training modules, and proven financial strategies for your clinic!