The e-invoice is a reality and there isn’t an industry that can’t benefit from it. Likewise, in the healthcare sector, it is already an essential process and tool. In fact, it is implemented in hospitals, clinics, and other institutions in the sector. The truth is that, in addition to helping comply with tax laws, it provides business improvements: operational efficiency, lower administrative costs, data security… At easyap, we use this article to detail everything involved in e-invoicing in healthcare, how it is implemented, the regulations that govern it, and how to optimize it to improve financial management.
Why is e-invoicing important in healthcare?
The digitalization of administrative processes in healthcare is much more than a mere trend. Today, it has become a necessity. In fact, we already highlighted the role that e-invoicing would play in the healthcare sector and now it is becoming a reality.
The volume of transactions between medical service providers, insurers, and patients is enormous. Therefore, in the midst of the digital era, it is essential to have an efficient e-invoicing system. To be more specific, among the main reasons for adopting e-invoicing in healthcare, we highlight the following:
- Lower costs. It eliminates expenses related to printing, paper, storage, and sending physical documents.
- Greater transparency and traceability. It offers detailed control over invoices, reducing errors and fraud.
- Regulatory compliance. It helps comply with the tax regulations of each country. Spain, with the arrival of mandatory e-invoicing, attests to this.
- Automation and efficiency. It reduces the administrative burden that companies in the sector bear and accelerates payment times.
- Accessibility and security.Documents are stored in the cloud with assured backup, offering real-time access from multiple devices and locations.
How does the electronic invoicing process work in the healthcare sector?
Regarding its operation, electronic invoicing in healthcare institutions follows a structured process that ensures the validity and security of each invoice or document.
1. Invoice Generation
- The invoice is created in XML format, following the UBL standard V 2.1.
- It includes the billing data required by law. This includes the issuer, recipient, description of services rendered, and corresponding amounts.
2. Digital Signature
- The digital invoice must include an electronic signature to guarantee its authenticity and integrity.
3. Number Assignment
- A consecutive number authorized by the country’s tax authority is assigned.
4. Submission and Validation
- The invoice is sent to the recipient (hospital, insurer, patient, center, etc.) and registered in the tax system for validation.
5. Storage and Custody
- Documentation must be digitally preserved for the period stipulated by the current regulations of each country.
Requirements for Electronic Invoicing in the Healthcare Sector
Specifically, each country has its own regulations for electronic invoicing in healthcare institutions. In this regard, Spain adheres to the legal framework dictated by the European Union. However, each nation then enacts its own regulations within that common framework with its own deadlines.
Likewise, in the EU, electronic invoicing in healthcare is regulated by the Directive 2014/55/EU. This law mandates the use of standard electronic formats for invoices related to transactions with the public sector.
In Spain, adhering to these regulations and other national laws such as the Law Create and Grow or the actual electronic invoicing regulation, every business in the healthcare sector must meet the following requirements:
- Facturae Format. The invoice must be generated in XML format Facturae.
- Use of Cl@ve Firma or digital certificate. It is necessary to guarantee the authenticity and integrity of the document.
- Submission to FACe (General Entry Point for Electronic Invoices). This step is necessary for operations with public entities. In any case, if you have questions, easyap explains how to issue FACe invoices.
- Secure storage.. In Spain, with specific exceptions, this storage must be for at least 5 years.
In turn, other countries like France, Italy or Germany have also implemented similar systems for electronic invoicing, and not only for the healthcare sector. That is, they require the use of official platforms to validate electronic invoices. And in a few years it will be a reality and a legal obligation for the entire EU.
Therefore, healthcare sector companies throughout Europe will have to ensure they have an electronic invoicing system that allows interoperability with other financial and accounting systems.
When is it mandatory to issue an electronic invoice in healthcare?
However, as of today, the mandatory nature of electronic invoicing in healthcare still varies between territories. In Spain, within the healthcare sector, it is mandatory in the following cases:
- Hospitals, clinics, and medical centers that invoice governmental entities or insurers.
- Pharmacies and laboratories that issue electronic receipts for the sale of medicines and the provision of services.
- Independent healthcare professionals who exceed certain income thresholds.
- Medical supply companies that work with both the public and private sectors.
Even so, we insist that European and national regulations and trends indicate that e-invoicing will be mandatory for any transaction in a very short time.
Tips for Efficient E-invoicing Integration in Healthcare Institutions
Regarding its implementation, e-invoicing in healthcare or any other sector is not easy. Especially because it involves processes influenced by technology, as well as because employees have to adapt to the change.
At easyap, we know what we’re talking about, as we have been helping organizations of all types take this step for decades. Therefore, for successful e-invoice implementation, we recommend:
- Choose software compatible with current regulations.
- Train administrative staff in the use of the invoicing system.
- Automate the issuance and reception of invoices to avoid errors and delays.
- Ensure integration with your ERP and accounting systems.
- Conduct periodic audits to find possible errors in the system.
- Maintain secure digital copies in the cloud to guarantee access to and backup of information.
How does easyap help optimize e-invoicing in healthcare?
Furthermore, at easyap, we don’t just advise you. We develop solutions ourselves to automate e-invoicing. Software that optimizes the administrative processes of companies and businesses in the healthcare sector and any other industry.
Thanks to using the most advanced technology, at easyap, we extend a hand to all types of companies in the healthcare sector: hospitals, clinics, insurance companies… With us, you will be able to:
- Comply with national and international tax laws without difficulty.
- Integrate e-invoicing with your accounting systems and ERPs.
- Expedite the reception and validation of invoices.
- Secure information and data with cloud storage.
- Lower operational costs and minimize errorshuman in the process.
With easyap, any business and healthcare institution improves its financial management, accelerates its payments, and adapts to the applicable laws.
In summary,e-invoicing in healthcare improves the administrative and financial management of hospitals, clinics, and insurers.Efficiency, economic improvement, legal compliance, data security… If you want to take the step and implement a powerful, secure, and effective solution for managing e-invoicing in your healthcare institution, easyap is the best solution.Contact usand we’ll show you.
