Theatre Surgery Bill Validation
Once Theatre has finished a surgery, Billing needs a way to review every bill raised against it (services, medicines, timed services, professional fees) and confirm that each one has been checked — before locking the surgery so nothing more can be added by mistake. The Surgery Bill Summary / Validate screen is that review-and-lock step.
It mirrors the "check" workflow already used on the Interim Bill for a whole admission, but scoped to a single surgery.
- After Theatre has finished recording all charges for a surgery
- When Billing needs to review the Green Sheet against what was actually billed, bill by bill
- To lock a surgery once everything has been checked, so no further items, medicines, or fees can be added against it
- To temporarily unlock a surgery (Revert Validation) if a correction is needed after validation
| Action | Privilege |
|---|---|
| View the summary page | Same access as Manage Surgeries / the Surgery Workbench |
| Validate Surgery | InwardSurgeryValidate |
| Revert Validation | InwardSurgeryValidationRevert |
These are typically granted to Billing/Inward staff rather than Theatre staff — validation is a billing sign-off step, not a theatre step.
From the Surgery Workbench (Surgery Dashboard):
- Select the surgery
- Click Surgery Bill Summary / Validate
From Manage Surgeries (the per-admission surgery list):
- Open the admission profile → Manage Surgeries
- Find the surgery in the list
- Click Bill Summary / Validate in the Action column
The summary page lists every bill raised against the surgery, grouped into tabs:
| Tab | Shows |
|---|---|
| Service Details | Theatre services/investigations, grouped by department |
| Timed Service | The surgery's timed-service bill (OT time, etc.) |
| Medicine Issue | Pharmacy items issued to the surgery |
| Store Issue | Store items issued to the surgery (legacy — see note below) |
| Professional Fees | Surgeon/consultant fees |
| Assisting Fees | Assistant/anaesthetist fees |
Each row shows whether it has been checked (Checked By / Checked At, or a Checked Count / Pending Count for grouped rows) and a button to open the underlying bill. Opening a bill takes you to the same reprint/detail screen used elsewhere in the system, with Mark As Checked / Mark As Un Check buttons — check every bill the same way you would on the Interim Bill.
A banner near the top shows how many bills are still pending:
Once every bill under the surgery is checked, the Validate Surgery button becomes available. Click it and confirm — the surgery flips to Completed, recording who validated it and when.
Once a surgery is validated, none of the following can be added to it:
- Services & Investigations
- Direct Issue Medicines (and Store Issue)
- Timed Services
- Professional Fees / Assisting Fees
This is enforced on the server, not just by disabling the button — so it holds even if a page was left open before validation happened:
If a correction is needed after validation, an authorised user (privilege
InwardSurgeryValidationRevert) can revert it:
- Open the Surgery Bill Summary page
- Enter a Revert Reason
- Click Revert Validation and confirm
The surgery goes back to Pending Validation, and all the add-charge actions above are available again:
Both Validate Surgery and Revert Validation are recorded in the admission's audit trail (who, when, and — for revert — why).
The old, separate "Store Issues for Theatre → Direct Issue" entry point has been retired — store items for a surgery are now issued through the same Direct Issue Medicines flow as pharmacy items. The Store panel's Direct Issue button now points there too; Search Issue Bill / Search Issue Bill Items remain for looking up records created before this change.
The Store Issue tab on the Bill Summary page is kept for viewing any older store-issue bills recorded under a surgery before this change.
- Theatre — Surgery Workbench — where a surgery's charges are added and where this screen is also reachable from
- Theatre — Surgery Bill Search
- Pharmacy Issues for Theatre