ClinicAid allows you to import invoices. You will need a copy of your data in a comma-separated value (CSV) format (generally an Excel spreadsheet-type format will work).

Follow these steps to Import your Invoice files:

  1. CSV File Requirements for Invoice Imports:

  • The file must be in a valid CSV (Comma-Separated Values) file

  • Maximum import file size is 5 MB.

  • The Import file should have UTF-8 encoding

  • The first line of the file must contain column headers

  • All subsequent lines in the file must contain column values

  1. Change the Column Headers:

  • To view the acceptable ClinicAid column headers, go to the “Create Invoice” section in the left hand menu, and click on “Import Invoice” (if the “Import Invoices” section is not available on your account, contact us as it may not be enabled).

Click on the blue “Download Sample CSV” button to view the acceptable 

ClinicAid column headers. 

Select "Basic Example with Data" or "All Possible Column Header".

  • Change your column headers on your patient demographic CSV file to match the acceptable ClinicAid ones.

  1.  Run the Test Import:

Go to the ClinicAid “Create Invoice” section in the left hand menu, and click on “Import Invoice”.

Fill out the following sections:

  • Create/Update Patient Record: Select “No” if you do not wish to create or update the patient records. Select “Yes” if you wish to create or update the patient records with the patient demographic information in your import CSV invoice file.

  • Date Format: select appropriate one (usually match the date of birth format if importing patient demographic data and the service date).

  • Provider: (optional).

  • Invoice Type: The Province (for provincial billing) or Private (for 3rd party insurers or to bill the patient directly).

  • CSV Import File: select your CSV file.

    Click the green “Run Test Import” button at the bottom.

If any of the invoice lines are red, click on the line to review the error message. If necessary, edit your CSV file, and “Run Test Import” again.

  1. Confirm Import and Run Live:

When satisfied, click the green “Confirm Import and Run Live” button at the bottom right of the screen.


         Your invoice files are now imported into ClinicAid!

To view them, click on the ClinicAid “Manage Invoice” section in the left hand menu. All your newly imported invoices will be in the first tab called  “New” (ClinicAid defaults to the “New” tab when you click “Manage Invoices”). 

  1. Review Invoices:

Review your newly imported invoices in the ClinicAid “Manage Invoice” section in the “New” tab. If you need to edit them, click on the blue pencil edit icon to the far right of the claim.

Click on the blue “edit” hyperlink near the bottom right of the invoice.

This will move the invoice’s health service code, diagnostic code, service date etc. to the top of the claim where you can change them if need be. You can also change the patient, provider, and other information on the “Advanced” tab.

When you have completed your changes, click the black “Add” button to the right of the service date and the blue “Save” button near the bottom right.

  1. Send Invoices:

    To send your invoices go to the ClinicAid “Mange Invoices” section in the
        left hand menu and to the “New” tab. You can send your claims three ways. 

The three ways are as follows:

  1. Click the green send button to the far right of the invoice.

  1. Select the claims you wish to send by putting a check mark in the box to the far left of the claim. Click the green “Send” button near the bottom left to send the claims.

  1. To send all your new claims at the same time, click the box to the left of the “Service Date” column header near the top left. This will select all your new claims.

The green “Send” button at the bottom will only send the invoices that are showing per page and the green “Send All” button at the bottom will send all of your invoices.

Once you click send your claims will move to the “Pending” tab. When the Ministry responds they will send your paid claims to the “Settled” tab and your rejected, underpaid, and paid at zero claims to the “Required Action” tab in the “Manage Invoice” section.