Parts 1 and 2 set up your account and your client. Now the day-to-day flow: book the visit so it's charged to the insurer, and the invoice — and claim — take care of themselves.
This guide is for practices in the United Kingdom. Claims are submitted electronically through the Healthcode clearing service, with additional tools for BUPA membership checks and insurer remittances.
1. Book the appointment
In the Calendar, click the slot you want and pick the client. Search by name, then choose the service:
2. Charge the visit to the insurer
On the service line, click the pencil (Edit) icon to expand the line's details. Alongside the room and time you'll find the insurance controls:
- Charge to — switch from Client (self) to the client's insurer. If the insurer is the client's default payer, it's pre-selected.
- Price list — the insurer's contract price list, applied automatically when its rules match.
- Auth case — attach the visit to an insurance case so the authorisation code travels with the claim (or create a new case on the spot).
If the invoice can\u2019t be submitted later, check here first: the price list\u2019s rules must include the insurer set in Charge to.
Confirm the booking as usual.
3. Check out and save the invoice unpaid
After the visit, open the appointment and click Checkout. In the Point of Sale, review the services and prices, then click Continue — and on the payment step choose Save unpaid. The invoice is raised to the insurer, not the client, and stays unpaid until the insurer's remittance arrives.
You can also raise an insurer invoice without an appointment: click Create → Sale, pick the client, and use the Charge option to select the insurer before completing the sale.
4. Find the claim
Every invoice issued to an insurer automatically appears in Money → Claims with the status Pending — there's nothing extra to create. The row shows the invoice number, client, membership number, insurer, amounts and the authorisation code from the case:
Part 4 picks up from here: validating the claim and sending it to Healthcode.
The UK insurance guide series
- Part 1: Set up the insurance essentials
- Part 2: Client insurance setup
- Part 3: Connect appointments to insurance (this article)
- Part 4: Submit and track claims with Healthcode
Questions? Reach us any time via the in-app chat — we're happy to help you get your first claims out the door.