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Instinct EMR
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  • Invoice Closing
  • EMR Administrator Guide
  • EMR Reference Guide
  • EMR Business Office Guide
  • EMR Charting Guide
  • EMR Integrations Reference Guide
  • EMR End of Day Processing Guide
  • EMR Refunds and Returns Guide
  • Rapid Registration
  • Outage Guidelines
  • Asteris Integration
  • IDEXX Diagnostic Integration
  • EMR Rounds/Case Review Guide
  • EMR Drawing Block Guide
  • Task List User Guide
  • Cubex Integration
  • User Roles and Permissions Guide
  • EMR Student/Draft Mode Guide
  • EMR Financials and Account Ledger Guide
  • EMR Appointment & Event Calendars
  • EMR Estimate Guide
  • EMR Prescription Guide
  • EMR Dymo Label Printer Guide
  • EMR Invoice Guide
  • EMR Shareville Guide
  • EMR Shareville rVet Guide
  • EMR Analytics Guide
  • EMR Comm Log User Guide
  • Heska Point-Of-Care Diagnostics Integration
  • EMR Taxes Guide
  • EMR Discounts Guide
  • EMR Referrer Guide
  • EMR Gravity Payments User Guide
  • EMR Appointment & Event Calendar Quick Guide
  • EMR Controlled Substance Report
  • EMR Inventory Guide
  • Outpatient and ER Workup Guide
  • Common Hospitalization Workflows
  • Rounds/Case Review Guide
  • Student/Draft Mode Guide
  • Ordering, Charging, & Changing Fluids, Additives, and CRI's
  • Maintaining Instinct
  • How Instinct EMR Captures Charges
  • Streamlining Charges - Instinct EMR Tips and Guidelines
  • Dictation Programs in Instinct
Instinct Treatment Plan User Guides
  • Front Desk Guide
  • Outage Guidelines
  • Task List User Guide
  • User Roles and Permissions Guide
  • Instinct Treatment Plan Quick Reference Guide
  • Outpatient and ER Workup Guide
  • Instinct Treatment Plan Business Office Guide
  • Common Hospitalization Workflows
  • Instinct Treatment Plan Administrator Guide
  • Cornerstone Integration
  • Rounds/Case Review Guide
  • Missed Charges Guide
  • Charge Auditor's Guide
  • Instinct Treatment Plan Controlled Substance Report
  • Student/Draft Mode Guide
  • Ordering, Charging, & Changing Fluids, Additives, and CRI's
  • Maintaining Instinct
  • Manual Check In/Out Guide
  • EzyVet Check In/Out Guide
  • How Instinct Captures Charges
  • Streamlining Charges - Instinct Tips and Guidelines
  • Dictation Programs in Instinct
Instinct Treatment Plan
  • Hardware & Technology Guidelines
  • February 2022 Instinct Release Updates
  • Insulin Therapy Guide
  • Routine Maintenance of Instinct
  • Front Desk Guide
  • Instinct System Status
  • Outage Guidelines
  • I cannot send charges back to Cornerstone
  • Patients are no longer checking in/out of Instinct
  • I already audited this bill, but now all the charges are missed again
  • Task List User Guide
  • October 2021 Instinct Release Updates
  • September 2021 Instinct Release Updates
  • User Roles and Permissions Guide
  • Patient Safety Warnings For Chemotherapy Medications
  • Accessing Plumb's Drug Formulary in Instinct
  • August 2021 Instinct Release Updates
  • Instinct Treatment Plan Assign To Me
  • Instinct Treatment Plan Quick Reference Guide
  • Outpatient and ER Workup Guide
  • Instinct Treatment Plan Business Office Guide
  • 24 Hour Treatment View
  • Reopening a treatment sheet
  • Status Board not showing all patients
  • How do I mark a patient as deceased?
  • Merge or Transfer Patients to a New Account
  • How do I skip or not complete a treatment?
  • Common Hospitalization Workflows
  • Instinct Treatment Plan Administrator Guide
  • Common OP/IP Product Groups
  • How do I record vitals if the patient isn’t due for them now?
  • Differences between Optional q1h Frequency, Every 1h, PRN, and UC
  • How do I view a previous Tx Sheet or download/print a Tx Sheet?
  • Alerts Guide
  • Filters/Sorting Guide
  • Communication Tools in Instinct
  • Weight Calculator (optional)
  • Advanced Patient Search
  • Handy Keyboard Shortcuts
  • How Cubex/Omnicell work with Instinct
  • Cornerstone Integration
  • Rounds/Case Review Guide
  • Patient changed owners mid-visit, how do I document this in Instinct?
  • Adding order notes, call parameters, or specific instructions to a treatment
  • Do orders reschedule automatically if I complete a treatment before/after the scheduled time?
  • Copy All Medications
  • Viewing Discontinued Medications
  • Missed Charges Guide
  • Other/Miscellaneous orders
  • Charge Auditor's Guide
  • How do I exit full screen so I can minimize Instinct?
  • My charges are not syncing
  • Multi-frequency orders using tabs
  • Medical and Workflow Guidelines
  • What is a Superuser?
  • Instinct Treatment Plan Controlled Substance Report
  • Using Emojis in Instinct
  • Vital Notes
  • How do I print a Tx Sheet?
  • How do I copy/paste vitals?
  • How Do I View or Change the Code Status?
  • Student/Draft Mode Guide
  • Adding a One-Off treatment
  • Who Added, Changed, or Discontinued an Order?
  • Adding an Alert that doesn’t exist
  • TV Mode/Whiteboard User ID
  • How to access Instinct from a web browser
  • How do I put Instinct on a TV screen?
  • Installing Instinct on Home Computers
  • Internet & Power Outage Guidelines
  • 'Instinct needs to authenticate your practice' message
  • How do I switch hospital locations?
  • I forgot/was never given a login PIN
  • Installing Instinct with other practice software
  • Installing Instinct with Vetspire
  • Installing Instinct with Cornerstone - ImproMed - AVImark
  • Installing Instinct with ezyVet
  • 1 - General Overview
  • 2 - Status Board
  • 3 - Status Board Advanced Features
  • 4 - Treatment Sheet Overview and Completing Treatments
  • 5 - How to Make a Treatment Sheet
  • 6 - Vitals Screen
  • 7 - Patient Safety Warnings
  • 8 - Invoice
  • 9 - Admin
  • 10 - Assign To Me Button
  • 11 - Fluids, Additives, Transfusions, and CRIs
  • 12 - Using Instinct on TVs and in the Outpatient and ER Environment
  • 13 - One-Off Treatments and My Board Quick Switcher
  • 14 - How to Edit a Treatment, Discontinue, and Complete a Treatment in the Past
  • Instinct Treatment Plan On-Site Go-Live Guide
  • Instinct Virtual Go-Live Guide
  • Automatic Charges
  • Update Patient/Client IDs
  • Bulk Edit On Treatment Sheet
  • Can I change my PIN or login credentials?
  • Workflow Tags
  • Ordering, Charging, & Changing Fluids, Additives, and CRI's
  • How do I indicate other Patient Care Team Members?
  • Patient Safety Warning Systems
  • Maintaining Instinct
  • Triage Tags
  • Manual Check In/Out Guide
  • How does Instinct handle Daylight Saving Time?
  • How do I set up an on-the-way patient?
  • How do I copy/paste from Instinct
  • How do I edit completed Vital entries?
  • How does My Board and pinning work?
  • How do I move the tx sheet if my patient was transferred to our other location?
  • Why is there no calculator for this medication order?
  • How to edit/delete a completed treatment
  • Creating/editing a Vital product
  • Do product prices automatically update when edited in our Practice Management System?
  • Viewing vitals from another visit or across a patient's lifetime
  • Why is there a money symbol next to some orders?
  • Force Check-Out
  • EzyVet Check In/Out Guide
  • How Instinct Captures Charges
  • Streamlining Charges - Instinct Tips and Guidelines
  • Dictation Programs in Instinct
Instinct Treatment Plan Training Videos
  • 1 - General Overview
  • 2 - Status Board
  • 3 - Status Board Advanced Features
  • 4 - Treatment Sheet Overview and Completing Treatments
  • 5 - How to Make a Treatment Sheet
  • 6 - Vitals Screen
  • 7 - Patient Safety Warnings
  • 8 - Invoice
  • 9 - Admin
  • 10 - Assign To Me Button
  • 11 - Fluids, Additives, Transfusions, and CRIs
  • 12 - Using Instinct on TVs and in the Outpatient and ER Environment
  • 13 - One-Off Treatments and My Board Quick Switcher
  • 14 - How to Edit a Treatment, Discontinue, and Complete a Treatment in the Past
Instinct EMR
  • Invoice Closing
  • May 2022 EMR Release Updates
  • April 2022 EMR Release Updates
  • EMR Administrator Guide
  • EMR Reference Guide
  • EMR Business Office Guide
  • EMR Charting Guide
  • EMR Integrations Reference Guide
  • EMR End of Day Processing Guide
  • EMR Refunds and Returns Guide
  • Rapid Registration
  • Insulin Therapy Guide
  • Snippets
  • Routine Maintenance of Instinct
  • March 2022 EMR Release Updates
  • February 2022 EMR Release Updates
  • January 2022 EMR Release Updates
  • Instinct System Status
  • EMR On-Site Go-Live Guide
  • Outage Guidelines
  • December 2021 EMR Release Updates
  • Asteris Integration
  • Instinct EMR Reference Video
  • Merge or Transfer Patients to a New Account in Instinct EMR
  • IDEXX Diagnostic Integration
  • EMR Rounds/Case Review Guide
  • November 2021 EMR Release Updates
  • EMR Drawing Block Guide
  • EMR Product Groups
  • How does Instinct EMR handle Daylight Saving Time?
  • Task List User Guide
  • How do I set up an on-the-way patient in EMR?
  • How Do I Print In Instinct EMR?
  • Cubex Integration
  • Alerts Guide
  • October 2021 EMR Release Updates
  • User Roles and Permissions Guide
  • EMR Student/Draft Mode Guide
  • Patient Safety Warnings For Chemotherapy Medications
  • September 2021 EMR Release Updates
  • What is an EMR Superuser?
  • EMR Financials and Account Ledger Guide
  • August 2021 EMR Release Updates
  • EMR Virtual Go-Live Guide
  • Reopening a Visit/Treatment Sheet
  • How do I copy/paste Vitals in EMR?
  • EMR Assign To Me
  • EMR Appointment & Event Calendars
  • EMR Estimate Guide
  • EMR Prescription Guide
  • EMR Dymo Label Printer Guide
  • EMR Invoice Guide
  • EMR Shareville Guide
  • EMR Shareville rVet Guide
  • EMR Analytics Guide
  • EMR Comm Log User Guide
  • Heska Point-Of-Care Diagnostics Integration
  • EMR Taxes Guide
  • EMR Discounts Guide
  • EMR Referrer Guide
  • EMR Gravity Payments User Guide
  • EMR Appointment & Event Calendar Quick Guide
  • EMR Controlled Substance Report
  • EMR Invoice Tags
  • EMR ID System
  • EMR Inventory Guide
  • Outpatient and ER Workup Guide
  • 24 Hour Treatment View
  • Status Board not showing all patients
  • How do I mark a patient as deceased?
  • How do I skip or not complete a treatment?
  • Common Hospitalization Workflows
  • Common OP/IP Product Groups
  • How do I record vitals if the patient isn’t due for them now?
  • Differences between Optional q1h Frequency, Every 1h, PRN, and UC
  • How do I view a previous Tx Sheet or download/print a Tx Sheet?
  • Filters/Sorting Guide
  • Communication Tools in Instinct
  • Weight Calculator (optional)
  • Advanced Patient Search
  • Handy Keyboard Shortcuts
  • Rounds/Case Review Guide
  • Adding order notes, call parameters, or specific instructions to a treatment
  • Do orders reschedule automatically if I complete a treatment before/after the scheduled time?
  • Copy All Medications
  • Viewing Discontinued Medications
  • Other/Miscellaneous orders
  • Accessing Plumb's Drug Formulary in EMR
  • How do I exit full screen so I can minimize Instinct?
  • Multi-frequency orders using tabs
  • Medical and Workflow Guidelines
  • Using Emojis in Instinct
  • Vital Notes
  • How do I print a Tx Sheet?
  • How do I copy/paste vitals?
  • How Do I View or Change the Code Status?
  • Student/Draft Mode Guide
  • Adding a One-Off treatment
  • Who Added, Changed, or Discontinued an Order?
  • Adding an Alert that doesn’t exist
  • Hardware & Technology Guidelines
  • TV Mode/Whiteboard User ID
  • How to access Instinct from a web browser
  • How do I put Instinct on a TV screen?
  • Installing Instinct on Home Computers
  • Internet & Power Outage Guidelines
  • 'Instinct needs to authenticate your practice' message
  • How do I switch hospital locations?
  • I forgot/was never given a login PIN
  • Automatic Charges
  • Bulk Edit On Treatment Sheet
  • Can I change my PIN or login credentials?
  • Workflow Tags
  • Ordering, Charging, & Changing Fluids, Additives, and CRI's
  • How do I indicate other Patient Care Team Members?
  • Patient Safety Warning Systems
  • Maintaining Instinct
  • Triage Tags
  • How do I copy/paste from Instinct
  • How do I edit completed Vital entries?
  • How does My Board and pinning work?
  • How do I move the tx sheet if my patient was transferred to our other location?
  • Why is there no calculator for this medication order?
  • How to edit/delete a completed treatment
  • Creating/editing a Vital product
  • Viewing vitals from another visit or across a patient's lifetime
  • Why is there a money symbol next to some orders?
  • How Instinct EMR Captures Charges
  • Streamlining Charges - Instinct EMR Tips and Guidelines
  • Dictation Programs in Instinct
EMR Training Videos
  • Instinct EMR Reference Video
EMR ProTips
  • Insulin Therapy Guide
  • Snippets
  • Routine Maintenance of Instinct
  • Merge or Transfer Patients to a New Account in Instinct EMR
  • EMR Product Groups
  • How does Instinct EMR handle Daylight Saving Time?
  • How do I set up an on-the-way patient in EMR?
  • How Do I Print In Instinct EMR?
  • Alerts Guide
  • Patient Safety Warnings For Chemotherapy Medications
  • What is an EMR Superuser?
  • Reopening a Visit/Treatment Sheet
  • How do I copy/paste Vitals in EMR?
  • EMR Assign To Me
  • EMR Invoice Tags
  • EMR ID System
  • 24 Hour Treatment View
  • Status Board not showing all patients
  • How do I mark a patient as deceased?
  • How do I skip or not complete a treatment?
  • Common OP/IP Product Groups
  • How do I record vitals if the patient isn’t due for them now?
  • Differences between Optional q1h Frequency, Every 1h, PRN, and UC
  • How do I view a previous Tx Sheet or download/print a Tx Sheet?
  • Filters/Sorting Guide
  • Communication Tools in Instinct
  • Weight Calculator (optional)
  • Advanced Patient Search
  • Handy Keyboard Shortcuts
  • Adding order notes, call parameters, or specific instructions to a treatment
  • Do orders reschedule automatically if I complete a treatment before/after the scheduled time?
  • Copy All Medications
  • Viewing Discontinued Medications
  • Other/Miscellaneous orders
  • Accessing Plumb's Drug Formulary in EMR
  • How do I exit full screen so I can minimize Instinct?
  • Multi-frequency orders using tabs
  • Using Emojis in Instinct
  • Vital Notes
  • How do I print a Tx Sheet?
  • How do I copy/paste vitals?
  • How Do I View or Change the Code Status?
  • Adding a One-Off treatment
  • Who Added, Changed, or Discontinued an Order?
  • Adding an Alert that doesn’t exist
  • TV Mode/Whiteboard User ID
  • How to access Instinct from a web browser
  • How do I put Instinct on a TV screen?
  • 'Instinct needs to authenticate your practice' message
  • How do I switch hospital locations?
  • I forgot/was never given a login PIN
  • Automatic Charges
  • Bulk Edit On Treatment Sheet
  • Can I change my PIN or login credentials?
  • Workflow Tags
  • How do I indicate other Patient Care Team Members?
  • Patient Safety Warning Systems
  • Triage Tags
  • How do I copy/paste from Instinct
  • How do I edit completed Vital entries?
  • How does My Board and pinning work?
  • How do I move the tx sheet if my patient was transferred to our other location?
  • Why is there no calculator for this medication order?
  • How to edit/delete a completed treatment
  • Creating/editing a Vital product
  • Viewing vitals from another visit or across a patient's lifetime
  • Why is there a money symbol next to some orders?
Instinct Treatment Plan ProTips
  • Insulin Therapy Guide
  • Routine Maintenance of Instinct
  • I cannot send charges back to Cornerstone
  • Patients are no longer checking in/out of Instinct
  • I already audited this bill, but now all the charges are missed again
  • Patient Safety Warnings For Chemotherapy Medications
  • Accessing Plumb's Drug Formulary in Instinct
  • Instinct Treatment Plan Assign To Me
  • 24 Hour Treatment View
  • Reopening a treatment sheet
  • Status Board not showing all patients
  • How do I mark a patient as deceased?
  • Merge or Transfer Patients to a New Account
  • How do I skip or not complete a treatment?
  • Common OP/IP Product Groups
  • How do I record vitals if the patient isn’t due for them now?
  • Differences between Optional q1h Frequency, Every 1h, PRN, and UC
  • How do I view a previous Tx Sheet or download/print a Tx Sheet?
  • Alerts Guide
  • Filters/Sorting Guide
  • Communication Tools in Instinct
  • Weight Calculator (optional)
  • Advanced Patient Search
  • Handy Keyboard Shortcuts
  • How Cubex/Omnicell work with Instinct
  • Patient changed owners mid-visit, how do I document this in Instinct?
  • Adding order notes, call parameters, or specific instructions to a treatment
  • Do orders reschedule automatically if I complete a treatment before/after the scheduled time?
  • Copy All Medications
  • Viewing Discontinued Medications
  • Other/Miscellaneous orders
  • How do I exit full screen so I can minimize Instinct?
  • My charges are not syncing
  • Multi-frequency orders using tabs
  • Using Emojis in Instinct
  • Vital Notes
  • How do I print a Tx Sheet?
  • How do I copy/paste vitals?
  • How Do I View or Change the Code Status?
  • Adding a One-Off treatment
  • Who Added, Changed, or Discontinued an Order?
  • Adding an Alert that doesn’t exist
  • Automatic Charges
  • Update Patient/Client IDs
  • Bulk Edit On Treatment Sheet
  • Can I change my PIN or login credentials?
  • Workflow Tags
  • How do I indicate other Patient Care Team Members?
  • Patient Safety Warning Systems
  • Triage Tags
  • How does Instinct handle Daylight Saving Time?
  • How do I set up an on-the-way patient?
  • How do I copy/paste from Instinct
  • How do I edit completed Vital entries?
  • How does My Board and pinning work?
  • How do I move the tx sheet if my patient was transferred to our other location?
  • Why is there no calculator for this medication order?
  • How to edit/delete a completed treatment
  • Creating/editing a Vital product
  • Do product prices automatically update when edited in our Practice Management System?
  • Viewing vitals from another visit or across a patient's lifetime
  • Why is there a money symbol next to some orders?
  • Force Check-Out
Uncategorized
  • February 2022 Instinct Release Updates
  • May 2022 EMR Release Updates
  • Email Filtering with Analytic Reports
  • I already audited this bill, but now all the charges are missed again
  • Outage Guidelines
Instinct Treatment Plan Technology Guidelines
  • Hardware & Technology Guidelines
  • Routine Maintenance of Instinct
  • Instinct System Status
  • Cornerstone Integration
  • TV Mode/Whiteboard User ID
  • How to access Instinct from a web browser
  • How do I put Instinct on a TV screen?
  • Installing Instinct on Home Computers
  • Internet & Power Outage Guidelines
  • 'Instinct needs to authenticate your practice' message
  • How do I switch hospital locations?
  • I forgot/was never given a login PIN
  • Installing Instinct with other practice software
  • Installing Instinct with Vetspire
  • Installing Instinct with Cornerstone - ImproMed - AVImark
  • Installing Instinct with ezyVet
EMR Technology Guidelines
  • Routine Maintenance of Instinct
  • Instinct System Status
  • Hardware & Technology Guidelines
  • Installing Instinct on Home Computers
  • Internet & Power Outage Guidelines
EMR Release Updates
  • May 2022 EMR Release Updates
  • April 2022 EMR Release Updates
  • March 2022 EMR Release Updates
  • February 2022 EMR Release Updates
  • January 2022 EMR Release Updates
  • December 2021 EMR Release Updates
  • November 2021 EMR Release Updates
  • October 2021 EMR Release Updates
  • September 2021 EMR Release Updates
  • August 2021 EMR Release Updates
Instinct Treatment Plan Release Updates
  • February 2022 Instinct Release Updates
  • October 2021 Instinct Release Updates
  • September 2021 Instinct Release Updates
  • August 2021 Instinct Release Updates
EMR Onboarding Documents
  • EMR On-Site Go-Live Guide
  • What is an EMR Superuser?
  • EMR Virtual Go-Live Guide
  • Medical and Workflow Guidelines
Instinct Treatment Plan Onboarding Documents
  • Cornerstone Integration
  • Medical and Workflow Guidelines
  • What is a Superuser?
  • Instinct Treatment Plan On-Site Go-Live Guide
  • Instinct Virtual Go-Live Guide
EMR Invoice Guide
Print

EMR Invoice Guide

Use this helpful guide to learn how to build/edit invoices, document payments, and use invoice tags for reporting within the Instinct Invoice.


💡 ProTip: Refer to our Taxes Guide and Discounts Guide for detailed information on how Instinct handles Taxes/Discounts!


Table of Contents

Adding Invoice Line Items

Adding Invoice Product Groups

Editing Items

Payments Overview

Payments Screen – Gravity Payments

Initiating a Transaction via Credit/Debit Card with Gravity

Patient Transaction History

Voiding & Hover Text

Invoice Tags

Managing Invoice Tags

Editing Invoice Tags

Analytics – Invoice Tags

Advanced Invoice Info


➕ Adding Invoice Line Items

First, Instinct will continue to automatically populate the Instinct Invoice from completed treatments and automatic charges. You can also add items directly to the Invoice, too!

To add items directly to a Patient Invoice, simply search by Product Name or PIMS ID. You can edit the Label, Quantity, Dr., and Price until the patient is Checked Out. Click the orange checkmark to add an item to the patient invoice or click the grey “x” to cancel.

Please note that any items added directly to the Invoice do not impact current/scheduled treatments. This means if something is added directly to the invoice but is also scheduled and completed on the treatment sheet, both charges will then appear on the Invoice (they won’t cancel eachother).

It is also important to note that while you can add any item to the invoice directly, any associated automatic charges will not appear on the invoice unless entered separately. For instance, if ‘IV fluids’ with an automatic charge is added to the invoice, the automatic charge would need to be added separately.


Adding Invoice Product Groups

Invoice Product Groups are designed to help your team quickly load custom Product Groups onto a patient’s invoice. Here’s how it works:

1. Head to the Invoice screen and search for any Invoice Product Group you’d like to use. 

💡 ProTip: Create separate ‘Invoice Groups’ that are specifically used for invoicing, such as a ‘Surgery Group Base’ or ‘Surgery – Fracture’ to include plates, anesthesia, etc. We’ll explain why you may not want to use your existing Treatment Sheet Product Groups in just a minute.

2. A doctor field is required in order to add items to the invoice and will default to the currently assigned doctor. If a doctor is not assigned yet, you’ll need to select one from the dropdown before adding the Invoice Product Group.

3. All billable items included in an Invoice Product Group will be added to the invoice.

💡 ProTip: This is why we recommend creating specific Invoice Product Groups and not using Treatment Sheet Product Groups:

* They may contain multiple billable options that are selected at the time of ordering (5mg Enalapril, 10mg Enalapril, etc.)
* You will be adding duplicate charges since Instinct captures charges from the Treatment Sheet as the items are updated/completed
* There may be automatic charges associated with Treatment Sheet Product Groups, different hospitalization options, etc.
* If a Treatment Sheet Product Group is selected on the invoice, any and all billable items will be included on the invoice by default.

💡 A few things to keep in mind

  • If a non-billable order has an attached fee (like an automatic charge) – that fee will not be added to the invoice, but you can still add the fee manually to the invoice if desired!
  • If a Product Group is added but does not contain any billable items, the following screen will appear:

✏️ Editing Items

Click the item itself, or the 3-dot menu next to any invoice item, and choose ‘edit’ to change the Time, Label, Quantity, Invoice Tags, Dr., and Price. Please note the PIMS ID is not editable.

💡 ProTip: Editing the Time, Quantity, Price, and Label of a completed treatment on the invoice will only change on the invoice—the original completed treatment details will remain on the Treatment Sheet and order history screen.

You can also view who created, voided, or un-voided individual invoice line items using the 3-dot menu within the Invoice screen.

You’ll then see the revision history below the line item.


💰 Payments Overview

Please note – this is a general overview of the Payments screen. Hospitals using Gravity Payments will also want to review the ‘Payments Screen – Gravity Payments’ section below.

To Record a payment, click ‘Payments’ to open the Payments screen on the right. 

Visit Tab

The Visit tab is used for applying payments or refunds to a selected invoice for a selected patient under the owner’s account.

  • Patient – Drop down menu including all patients associated with the client account
  • Invoice – Drop down menu including all previous invoices for easy reference
  • Type – Transaction Type, either Payment or Refund. 
  • Method – Accepted Methods for non-Gravity Payment customers include Cash, Visa, Mastercard, American Express, Discover, Check, Care Credit, Insurance and Other.

* Non-Gravity Payment customers must process Credit/Debit card transactions using your facility’s card terminals. The “Payment” module in Instinct Invoice merely documents that the transaction has been processed elsewhere.

** Gravity Payment customers will see a specific Credit/Debit Card option instead of displaying Visa, Mastercard, American Express, and Discover. These customers can process a card transaction directly from the Instinct Invoice using their Clover (Gravity) device. More on this below!

If processing via Credit/Debit Card, a Transaction ID field appears and is required.

If processing via Insurance, a required Insurance Type field and optional Transaction ID appear. 

If processing via Other, the Notes field is required.

Amount – Select a dropdown to quickly enter the Current Balance, % of Balance, or % of Estimate in the Amount field. You can also enter any amount by typing it in directly.

Note – Notes field for all Methods. This is required for any ‘Other’ Payment Methods. 

Once a payment has been processed, the Payments screen will update in real time and display a confirmation message as shown below. 

You can then:

  • Change to Inpatient – Update status of patient to ‘Inpatient’ if they’re not already listed as such
  • Check Out – Check this patient out of Instinct
  • Print Invoice – Download/print the current invoice 
  • New Transaction – Process a new transaction (helpful if owner uses multiple forms for payment)

Account Payoff Tab

The Account Payoff tab is used to apply payments across all patient visits with a current balance due that are associated with the client account.

The total Account Balance is shown and consists of all credits and balances due that are on the client’s Account Ledger.

Patient Visits will be display by check-in date and time from newest to oldest and will show the current visit balance due for each visit. Any visits that currently have a credit will not display on the Account Payoff tab.

A Payment made when there are multiple visit balances due will be applied to the oldest visit balance first, and any remaining payment will be applied to the next oldest and so on. The visit balance will display a preview of how the payment will be divided and what the new Account Balance will be.

📝 Please Note: The amount of payment can not be greater than the Account Balance. To apply a payment as a credit, go to the Visit tab and associate the payment to an individual visit.

Once the Transaction is Recorded:

  • The Account Payoff tab will update and any visits that were paid off will no longer be visible on the tab.
  • The Visit tab will update and display the transaction that was applied to any visits under each patient.
  • The Account Ledger will update and display the transactions in one single line, with Multiple under the Invoice ID, Patient, and Provider columns. Hovering over this line will display a text box that will list the individual transactions made with Invoice ID, Patient Name and PIMS ID, and Amount.

🚨 Important Note: If the Account Balance is completely paid off and there were existing credits on patient invoices, the aging schedule will balance to zero instead of showing any negative amounts (credits). Credits can still be viewed on the Visit tab or on the associate patient invoice.


💳 Payments Screen – Gravity Payments

Hospitals with Gravity Payments can use your Clover device(s) to accept Credit/Debit card payments within Instinct. If you are not set up with Gravity Payments and would like to learn more, please contact Stacy Milazzo at stacy@instinct.vet. Hospitals not using Gravity Payments can skip to the ‘Payments View – Other Payment Processor’ section below.

To Initiate or Record a payment, click ‘Payments’ to open the Payments screen on the right.

Patient – Drop down menu including all patients associated with client account.

Invoice – Drop down menu including all previous invoices for easy reference. 

Type – Transaction Type (either Payment or Refund)

Method – Accepted Methods include Credit/Debit Card, Cash, Check, Care Credit, Insurance and Other.

* If processing via Credit/Debit Card, a Terminal drop down appears to select which payment terminal will be used. This is a required field and Terminal options can be managed by your Admin team within Instinct.


💳 Initiating a Transaction via Credit/Debit Card with Gravity

After a Credit/Debit Card Method has been selected and all required fields are filled out, click the orange ‘Initiate Transaction’ button (shown in above screenshot) to send the transaction to the selected Terminal.

The Payments screen on the right side of the page will update letting you know the payment has been sent to the terminal as shown below.

A Gravity Payments pop-up will also appear with transaction details, option to Cancel the transaction, and option to add the credit card via Manual Entry.

Selecting Cancel simply cancels the transaction.

Selecting Manual Entry updates the Gravity pop-up so you can enter credit card information manually if needed (shown below). This is also available within the Terminal field by selecting ‘Direct Entry’.

Once a payment has been processed, the Payments screen will update in real time and display a confirmation message as shown below.

You can then:

  • Change to Inpatient – Update status of patient to ‘Inpatient’ if they’re not already listed as such
  • Check Out – Check this patient out of Instinct
  • Print Invoice – Download/print the current invoice 
  • New Transaction – Process a new transaction (helpful if owner uses multiple forms for payment)

🧾 Patient Transaction History

For convenience, a historical log of all patient transactions is shown towards the bottom of the Payments screen, in reverse chronological order. Click the angle brackets as shown below to expand the Payment history for any visits.

Each visit is labeled by date, and includes information such as payment/refund method, ID/notes, and amount. The Invoice Total, Payments Total, and Visit Balance are also displayed.


❌ Voiding & Hover Text

Voiding

All payment types can be voided at any time, except for Gravity Payment transactions. Payments will have a 3-dot menu to the left of the date where you can ‘Void’ or ‘Copy Transaction ID’. 

Account Payoff Payment Void

Payments that are made under the Account Payoff tab can also be voided if needed. To void these transactions, go to the Visit tab, select the patient and locate the transaction. Click on the 3-dot menu next to the transaction and select Void.

A display will pop up alerting that this is a partial payment that is tied to other partial payments on other visits, and voiding this payment will void all the other payments. All visits and amounts that were associated with the Account Payoff payment will be listed. Click on “Void” to confirm the void.

📝 Please Note: Account Payoff payments processed through Gravity that are in a status of Settled cannot be voided.

Gravity Payment Void

Gravity payments must be voided within 15 minutes of transaction completion, by clicking the 3-dot menu followed by “Void”. If more than 15 minutes has elapsed, a refund must be issued.

Please also note that once a Gravity Payment has been voided, you cannot undo this void. You would want to create a new transaction to resolve this.

Hover Text

Hovering over the payment will display specific details relating to that payment, including when it was Created, the Status of the payment, the Clover device used and status of transaction (if applicable), which user initiated the payment, and any notes.

Please note the hover text above is dependent on your individual set up.

🏷 Invoice Tags

Invoice tags can be added to any product/invoice item in the Admin screen, and they’ll allow you to quickly generate custom reports.

If a product/ invoice item has an Invoice tag, it will automatically display on the invoice when completed on the Treatment Sheet/One-off, or when a product is added directly to the invoice.

Managing Invoice Tags

Admin users can add and edit Invoice Tags by going to Admin > Invoice Tags. To remove an Invoice Tag, please contact us at support@instinct.vet.

To add Invoice Tags to a product, simply add them from the “Invoice Tags” field.

Note – Invoice tags can only be added to billable products.

Editing Invoice Tags

Invoice tags can be added/removed for any invoice line item by clicking the 3-dot menu > Edit. To save changes, click the orange checkmark.


Analytics – Invoice Tags

Invoice Tags are also included on the Revenue Details Report in a separate column as shown below:

As a reminder, this report is generated within the Analytics section of Instinct (left sidebar).

Use Invoice Tags for general ledger coding to report how much business was done for controlled drugs, anesthesia supplies, laboratory tests, and more! This is also helpful for AAHA Chart of Accounts, Revenue Centers, and Inventory Locations.


💡 Advanced Invoice Info

Adding Non-Billable Items

Non-billable items can be added to any Patient Invoice by Product Name or PIMS ID. The Price field will show $0 by default but if desired, a dollar amount can be entered.

Adding Automatic Charges

Adding items with an automatic charge attached (billable or non-billable) will not automatically add the automatic charge to the invoice along with the original item—only the original item will be added. If needed, automatic charges can be added directly to the invoice via Product Name or PIMS ID. If you need a refresher on automatic charges, click here!

💡 ProTip: All automatic charges are added once to the invoice—it will not trigger an automatic charge schedule to start charging.

Taking a deposit

In the admin section, you can create a product named “Deposit” with a zero charge.

Users can then select this product to add to the Invoice. By editing the Label, the user can put the amount of the deposit that will be taken, ie: Deposit of $1,000.00, in the Label to show the client and staff the amount that is being taken.

🚨Important! Leave the Deposit Price as $0.00. Putting any amount in this area will either add or subtract that amount from the Total Invoice Amount. This will result in either overcharging the client or providing the client with an unintentional discount!

Once this line item has been added, users can click on Payments & Ledger to be taken to the Payment window. They should apply the payment to the current Invoice and in the note section note that this is a Deposit.

Once the transaction has been recorded, the client account will reflect a credit in the amount of the payment that was taken. On the Invoice, the Visit Balance will also show a credit. As items are added to the Invoice, the Visit balance will change.

🛑 Made a mistake on the Invoice and need to fix it? Visit our Refunds and Returns Guide for more information!

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Doylestown, PA 18901
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