This task is one section of Small business workflows for 20 industries, with 19 related tasks on one page.
1. What to record
Keep the booking, attendance, the billable service, and the payment. Do not put a diagnosis on the invoice.
This is scheduling and billing. It is not medical advice and it does not say which records a clinic must retain.
2. People and records
On small screens, scroll the table sideways to see every column.
| Record | Who uses it | What to keep |
|---|---|---|
| Booking | Front desk | Person, service, practitioner, start, and end. |
| Attendance | Front desk | Arrived, missed, or cancelled, with the time. |
| Service | Practitioner | The billable service that was actually performed. |
| Invoice | Finance | Service, amount, and payment. No clinical detail. |
3. One complete cycle
- Book one appointment with a named practitioner.
- Mark it arrived or missed.
- If it happened, create an invoice for the service that was performed.
- Record the payment against that invoice.
Expected: A missed visit is not invoiced. A completed visit has one invoice, and the invoice does not contain clinical notes.
4. Check before you add tools
Read the invoice as if you were the patient. Remove anything that is not needed to request payment.
5. Frequently asked questions
Do I invoice a missed visit?
Only if your published policy says so, and the invoice should say it is a missed-visit fee.
Where do clinical notes go?
In the clinical record your regulator allows. Leave them off the invoice.
Can one visit have two services?
Yes. List each billable service. Do not merge them into an unexplained total.
6. Related articles and next steps
Sample amounts and names in this guide are illustrative. They are not a client result, a price, or legal advice.
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