This review helps you find a specific correction your billing team can make. Start with one completed period and confirm the service delivered before changing an appointment or creating an invoice. Looking only at visits marked Arrived can miss an attended appointment that still has the wrong state.
Find the appointments that need review
Open Reports → Appointments and choose a completed period, location and practitioner. Jane's Appointments guide explains the filters and how an appointment date opens its panel.
Review the states before narrowing the list to Arrived. Check the schedule for past bookings where it is still unclear whether the patient attended. Ask the practitioner or authorised staff member to confirm what happened. A booking by itself does not establish that a service was delivered.
Keep cancellations and no-shows separate from attended services. Their fees depend on the clinic's policy and the particular record.
Check for an existing invoice first
Open the patient's profile, then Billing → Purchases. Inspect the existing invoice, service, payer responsibility and payment status for the visit before making a correction.
Jane's Creating an Invoice guide explains that marking an appointment Arrive generates an invoice. No Show and Late Cancellation can also generate fee invoices. An appointment state alone cannot tell you that there is no invoice.
If an invoice exists but remains unpaid, follow the Accounts Receivable check. Review payments and credits before deciding what is owed; Jane's credits and owings guide explains those records.
Confirm the charge before correcting it
For a visit with missing or incorrect billing, confirm the service actually delivered and the fee or coverage that applies. Ask the staff member responsible for billing to make the approved correction in Jane.
A longer appointment does not automatically authorise an extra charge. Neither does an unexplained difference between appointment and invoice counts. Jane's Sales report uses purchase or invoice dates, which can differ from the appointment date. Use the individual records to resolve the question.
If attendance needs correction, check the billing effect before changing the state so you do not create a duplicate charge.
Worked example: attendance was never updated
In this invented example, a past appointment still appears booked, and the practitioner confirms the patient attended. The biller first checks the patient's existing purchases for that visit. They then correct the attendance and billing as appropriate, checking the resulting invoice rather than creating another one by assumption.
The record of the review might read: “Attendance confirmed; existing billing checked; invoice corrected by [owner]; payment still outstanding.” Keep the patient reference in the clinic's approved system.
An invoice correction and a posted payment are separate outcomes. Report the correction as completed billing work; record payment only when it appears in the payment records.
Finish the review
You have finished when attendance and billing agree, or the remaining correction has an owner. For each appointment you checked, record either why no correction is needed or the remaining action, its owner and review date.
- Resolved: the appointment state and billing agree, the charge is authorised and no duplicate invoice was created.
- Still open: a correction is assigned, or an invoice still needs payment. Carry the payment forward as a separate follow-up.
You can make this part of the weekly review. Caretrics does not establish that a service was unbilled from a difference in report counts; the clinic must verify the appointment and billing records.
Sources
Jane documentation checked October 3, 2026. The reconciliation routine and worked example are editorial guidance.
Rob SaricCo-founder & CEO at Caretrics