Theatre Cancelling Professional Fees - hmislk/hmis GitHub Wiki

Theatre — Cancelling Professional Fees

Overview

If a professional fee bill was created with an incorrect amount, wrong doctor, or wrong surgery, it can be cancelled. Cancellation records the reason, marks the bill as void, and produces a cancellation print for audit purposes. A cancelled fee bill can then be re-entered correctly.

When to Use

  • A professional fee was entered with the wrong amount
  • The wrong doctor was selected on a fee bill
  • A fee was added to the wrong patient or surgery
  • A fee needs to be voided for any administrative reason

Important: A professional fee bill that has already been paid cannot be cancelled through this screen. Contact the finance team to handle payment reversals.

Required Privilege

TheatreBilling

Navigating to Cancel a Professional Fee

From the Professional Fees List:

  1. Go to Theatre → Professional → Professional Fee List
  2. Search for the patient's surgery
  3. In the fee bills table, find the bill to cancel
  4. Click the Cancel button next to it
  5. The cancellation page opens

From within a Bill:

  • The Cancel button is available on the professional fees list page next to each Active bill

Step-by-Step: Cancelling a Fee Bill

Step 1 — Review the Bill Details

The cancellation page shows a read-only summary of the bill to be cancelled:

  • Patient name and BHT
  • Surgery name
  • Bill number and date
  • Fee line items (role, doctor name, fee amount)

Verify this is the correct bill before proceeding.

Step 2 — Enter a Cancellation Reason

  1. In the Reason field, type the reason for cancellation
    • Example: "Incorrect fee amount entered", "Wrong doctor selected", "Duplicate entry"
  2. The reason is mandatory and is saved permanently with the cancellation record

Step 3 — Confirm Cancellation

  1. Click Confirm Cancel (red button)
  2. A confirmation dialog asks: "Are you sure you want to cancel this bill?"
  3. Click Yes to proceed

Step 4 — View the Cancellation Print

After cancellation:

  • The bill status changes to Cancelled in the professional fees list
  • A cancellation print preview appears automatically
  • Print the cancellation document for the audit file
  • Use the Settings button to choose the paper format (A4 / 5×5 / POS) before printing

After Cancellation

  • The cancelled bill remains visible in the professional fees list with a Cancelled status — it is not deleted
  • The surgery's running total is reduced by the cancelled fee amount
  • To correct the error, navigate back to Add Professional Fees and enter the correct details

Understanding Messages

Success

  • Cancellation print preview appears — the bill has been voided

Error Messages

  • "Please enter a cancellation reason" — A reason must be typed before confirming
  • "This bill has already been paid" — Paid bills cannot be cancelled through this screen — contact finance
  • "This bill is already cancelled" — The bill was already voided

Best Practices

  • Always enter a clear, specific cancellation reason — vague reasons make audit trails difficult to interpret
  • Print the cancellation document immediately and attach it to the original fee voucher
  • Re-enter the correct professional fee immediately after cancellation to avoid delayed payments to doctors
  • If a bulk cancellation is needed (multiple bills), process them one at a time through this screen

Related Features