How to Submit an Invoice to Healthcode

In this guide, you’ll learn how to submit invoices to Healthcode using your Pabau account.

Step 1: Integrate Your Pabau Account with Healthcode

Start by integrating your Pabau account with Healthcode. Follow the steps outlined in this guide.

Step 2: Raise an Invoice for Healthcode Submission

To raise an invoice for submission to Healthcode, navigate to the Calendar and book an appointment as usual. In the appointment creation modal, set the "Charge" field to the client's insurer instead of the client.

If necessary, select the appropriate price list in the "Price List" field. Make sure that the chosen price list includes the insurer set in the "Charge" field under its rules; otherwise, the invoice cannot be submitted to Healthcode. Once all the appointment details are filled out, confirm the booking.

After the appointment is completed, navigate to the calendar, locate the appointment, and click "Checkout."

In the Point of Sale, review the services added to the invoice and verify their prices. Then click "Continue" in the bottom right corner to proceed.

On the payment method step, leave the payment method unselected and click "Save unpaid" in the bottom right corner. This action finalizes the creation of the invoice.

Step 3: Submit the Invoice to Healthcode

Once the invoice is created, the Checkout Completed screen will appear. Click the "Healthcode" button to access the Healthcode invoice submission page.

You will now see the invoice submission page.

If there are any errors, they will be displayed at the top of the page, and the relevant fields will be highlighted in red. Ensure all required information is corrected.

Additionally, provide a Patient Diagnosis Code by entering the relevant ICD9 code in the designated field.

Once everything is complete, click "Submit" at the bottom of the screen. The invoice will then be submitted to Healthcode.

Step 4: Check Invoice Status

You can verify the status of the invoice in your Healthcode account. Alternatively, in Pabau, navigate to the client card, select the "Financials" tab, and click on the invoice number to open the editing modal. From there, click the "Healthcode" button located in the top right corner next to the "Preview" button.

If you need to submit an invoice to Healthcode after it has already been created, open the invoice editing modal and click the "Healthcode" button. The submission process remains the same as described above.

By following these steps, you can submit invoices to Healthcode.

Healthcode errors

When submitting invoices from Pabau to Healthcode, it's not uncommon to encounter errors. If an error occurs, you can find details on the specific invoice along with helpful guidance for resolution. Below are some of the most frequently encountered errors.

Access Denied

This is likely because you have not started paying for a Healthcode subscription yet. Please contact Healthcode.

Invalid UserName / Password

• Your existing Healthcode account may need changing by Healthcode to work with Pabau. Healthcode can update this for you over the phone.
• Your API key may need changing to an 'old style' password. Healthcode can update this for you over the phone.
• You have not started paying for a Healthcode subscription yet. Please contact Healthcode.

RegistrationNo - no matching membership details can be found

This means Healthcode cannot locate the patient's demographics/details given the information on Pabau. To resolve, please check with the insurance company. Note that this does not mean that their details are wrong, just that they don't match what the insurance company has on record the patient. It could be something like Susie vs Susan or a different address.

ServiceCode - The insurer you’re billing requires an agreed fee for this service prior to billing

You may experience this error message on invoices for Vitality Health insurance patients. Vitality Health requires Guideline Pricing in Healthcode. You can update this information in your Healthcode account from Accounting > Guideline Pricing. If you need assistance please contact Healthcode as this isn't a change Carebit can make for you.

-7 - Processing Error

Your Healthcode details entered in Pabau may be incorrect. Make sure your site ID entered in Pabau is a code beginning with HC0 and isn't an email address.

Contacting healthcode

If you need to contact Healthcode for support, you can reach them using 0330 900 4900 or custserv@healthcode.co.uk.