Why home health care professionals should send great invoices
You provide an incredibly important service by visiting clients in their home and providing the health care services they need to stay healthy and comfortable.
You work hard to provide the specific medical care each client needs, so you need a flexible, detailed invoice that covers a variety of services. In addition, billing for your services can get complicated if you need to bill government or private insurers for any medical services.
Your invoices need to be highly organized and easy-to-understand so everyone involved knows exactly what you are charging for.
A sophisticated, well-designed invoice also reflects positively on your image as a home health care professional, and creates credibility and confidence in your skills.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Select an invoice template from our wonderful variety of elegantly designed templates created especially for home health care professionals
- Download the invoice template in the format you prefer to use, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s easy to do – and it’s free!
- Add a unique invoice number and, if appropriate, a job number for regular clients
- Insert your home health care company logo, and website address. If you are a nurse or other accredited health care provider, list your medical qualifications here
- Put in your client’s name and contact information, and if required, their insurance company’s contact information
- Add on a unique invoice number
- Put in the invoice date and the payment due date
- List all the home health care services you provided, along with descriptions of each and your hourly or flat fee. You can also add lines to explain why each of these services was important for the overall care and comfort of the client
- If your services, or a portion of your services, will be paid by a government health plan or by a private insurer, add any appropriate diagnostic codes or information needed to submit health insurance claims. The template is fully customizable so you can add as many lines as needed
- Calculate the total cost, including applicable tax, and enter the total
- Add your payment terms, as well as all methods of payment you accept
- You have most likely formed a close relationship with your client and their family, so if appropriate, add an encouraging line about how well your client is doing, and how much you enjoy working with them
- Save a copy – and give a copy to the client and/or the appropriate payers
When is the right time to send a home health care invoice?
If this was just a one-time visit, such as an occupational therapy assessment, you may want to give the invoice to the client immediately after the visit. But usually you are visiting your clients on a regular, ongoing basis, or for an extended period of time if they are recovering from an accident or illness – so it’s a good idea to decide on a payment schedule.
Even if the government or a private insurer is covering the cost for your client, you still need to invoice for the cost of the service.
Whatever payment cadence you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.
Invoicing tips for home health care professionals
A customizable invoice template has room to include special notes for your client, such as the time of your next visit, and any lifestyle or health care tips you recommend.
If you incur any additional expenses while working with a client, such as travel, or supplies, include an expense report along with the applicable receipts when you send in your invoice. Explain exactly what each expense is for so your client knows why they are being billed.
Accept a variety of payment methods
Make it convenient for your clients or their caregivers to pay for your services by accepting a variety of payment methods, such as e-Transfers, debit cards, and other online payment methods.
Keep a record of your clients with numbered invoices
Numbered invoices help you keep track of all your home health care clients and the particulars of their care. A client code is also useful to track all the appropriate invoices for their care, and keep their account organized and up-to-date.