The OPD Bill Search feature allows cashiers to find and view existing outpatient department bills for billing inquiries, cancellations, and patient service history. This search function displays both individual bills and batch bills, providing access to detailed billing information and administrative actions.

Use the OPD Bill Search when you need to:

• Look up a patient's previous OPD visits and billing history
• Find a specific bill for cancellation or refund
• View payment details for billing inquiries
• Access batch bills for multiple service cancellations
• Review billing information for patient service disputes
• Check payment status and methods used

1. Navigate to Main Menu → OPD Sub Menu → Search → OPD Bill Search
2. The bill search page will open with filter options

1. Patient Search: Enter patient name, BHT number, or phone number
2. Bill Number: Enter specific bill number if known
3. Date Range: Select from and to dates to narrow search results
4. Department: Choose specific OPD departments if needed

1. Payment Status: Filter by paid, unpaid, or partially paid bills
2. Payment Method: Filter by cash, card, multiple payment methods
3. Doctor: Select specific doctors to see their patient bills
4. Bill Type: Choose individual bills, batch bills, or both

The search results display two main sections:

• Bill Number: Unique identifier for each bill
• Date & Time: When the bill was created
• Patient Name: Patient details and BHT number
• Services: List of services provided
• Amount: Total bill amount and payment status
• Action Buttons:
  • View: Opens detailed bill information
  • Print: Generates bill receipt
  • Cancel: Initiates bill cancellation (if authorized)

• Batch Bill Number: Unique identifier for the batch
• Date: When the batch was created
• Patient Name: Main patient for the batch
• Total Amount: Combined amount for all services in batch
• Items Count: Number of individual bills in the batch
• Action Buttons:
  • View Batch: Opens batch bill details
  • Cancel Batch: Initiates batch cancellation (if authorized)

1. Click the View button next to any individual bill
2. The bill details page will show:
   • Patient Information: Name, BHT number, contact details
   • Services Provided: Detailed list of consultations, procedures, tests
   • Payment Details: Payment method, amount, reference numbers
   • Doctor Information: Consulting doctors and departments
   • Billing History: Previous bills and cancellations

1. Click the View Batch button next to any batch bill
2. The batch details page will show:
   • Batch Summary: Total amount, payment status, creation date
   • Individual Bills: All bills included in this batch
   • Payment Summary: Combined payment methods and amounts
   • Service Summary: All services across the batch

1. Find the bill in search results
2. Click the Cancel button (if visible)
3. This opens the Individual Bill Cancellation process

Note: If the Cancel button is not visible, contact your administrator to request cancellation privileges.

1. Find the batch bill in search results
2. Click the Cancel Batch button (if visible)
3. This opens the Batch Bill Cancellation process

Note: If the Cancel Batch button is not visible, contact your administrator to request batch cancellation privileges.

• "Search completed successfully": Search results are displayed below
• "Bill found": Specific bill has been located

• "No bills found for the selected criteria": Try expanding your search parameters or check if the patient has bills in the selected date range
• "Multiple bills found for this patient": Review the list to select the correct bill

• "Bill is already cancelled": This bill has been previously cancelled and cannot be cancelled again
• "Bill payment is pending": Payment collection is required before cancellation

• "Please enter search criteria": At least one search field must be filled
• "Invalid date range": The 'From' date cannot be after the 'To' date
• "Access denied": Contact your administrator for search permissions

• Use specific date ranges to reduce search results and improve performance
• Search by BHT number when available for fastest results
• Use bill number for direct access to specific bills
• Combine patient name and date range for comprehensive patient history

• Always verify patient details before proceeding with cancellations
• Check payment status to understand refund implications
• Review service details to ensure correct bill selection
• Note payment methods especially for multiple payment scenarios

• Print bills before cancellation for your records
• Note the reason for any cancellation requests
• Verify patient authorization for cancellation requests
• Document any special circumstances for audit purposes

Symptoms: Search returns empty results despite knowing bills exist Cause: Search criteria may be too restrictive or dates incorrect Solution:

1. Expand the date range to cover a longer period
2. Try searching with just the patient name without other filters
3. Check if the patient name is spelled correctly
4. Verify the BHT number is accurate

Symptoms: Search returns hundreds of bills making it hard to find the right one Cause: Search criteria is too broad Solution:

1. Add a specific date range for the service period
2. Include department or doctor filters
3. Use more specific patient information like BHT number
4. Filter by payment status if relevant

Symptoms: Cancel buttons are missing from search results Cause: User account lacks cancellation privileges Solution: Contact your system administrator to request bill cancellation permissions

Symptoms: Clicking View button shows error or empty page Cause: System connectivity or temporary loading issue Solution:

1. Refresh the page and try again
2. Go back to search and re-run the search
3. Contact system administrator if problem persists

Administrators can configure the following settings that affect bill search:

• Search Access: Who can search for bills
• Cancellation Privileges: Who can see and use cancellation buttons
• Department Restrictions: Limiting search to specific OPD departments
• Date Range Limits: Maximum date range allowed for searches

• Result Limits: Maximum number of bills shown in search results
• Auto-complete Settings: Patient name and BHT number suggestions
• Cache Settings: How long search results are cached for repeat searches

Q: Can I search for bills from other departments like Pharmacy or Lab? A: No, this search is specifically for OPD bills only. Use the respective department search features for other bill types.

Q: Why don't I see some patients' bills even though I know they visited? A: You might not have permission to view bills from certain departments, or the bills might be from a different billing category. Contact your administrator to verify your access permissions.

Q: Can I search for cancelled bills? A: Yes, cancelled bills appear in search results but are clearly marked as "CANCELLED" with the cancellation date and reason.

Q: What's the difference between individual bills and batch bills? A: Individual bills are for single services or consultations. Batch bills combine multiple services for the same patient visit into one consolidated bill for easier payment processing.

Q: How far back can I search for bills? A: This depends on your system configuration. Generally, you can search for bills from the past several years, but very old bills might be archived. Contact your administrator for specific date limits.

Q: Can I export search results to Excel? A: Export functionality depends on your user permissions and system configuration. Look for an "Export" button in the search results area, or contact your administrator about export options.

• Individual Bill Cancellation
• Batch Bill Cancellation

If you have questions or issues with bill search:

1. Contact your immediate supervisor or senior cashier
2. Contact your System Administrator
3. Contact the HMIS Support Team
4. Check the HMIS User Guide

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Document Version: 1.0 Last Updated: January 2025 Feature: OPD Bill Search