Billing in BC: Day 1 Setup and Checklist

Introduction

This article is for clinics who are new to Aeon and need to submit claims through Teleplan using ClinicAid.

Aeon’s billing module allows you to create fee-for-service and longitudinal family physician (LFP) claims directly from the appointment schedule, Chart Notes, or the Patient Profile. Aeon acts as the system of record for patient and service information, while ClinicAid is used to submit claims and manage billing rules.

On day 1, your clinic will use Aeon to capture billing information and ClinicAid to submit claims through Teleplan. Before you begin, it’s important to complete a few key setup steps to ensure your claims export correctly. This article outlines what needs to be configured and how to get up and running with billing right away.

What each system does (Day 1):

• Aeon: Captures patient, appointment, and billing information, and generates claim export files. Aeon does not submit claims or track private payments
• ClinicAid: Imports claims from Aeon, submits to Teleplan, and manages private billing and payment tracking
• Teleplan: The network where claims are submitted and processed, and where remittances are returned
  
  

Checklist

This is a simplified chart of the instructions below.

In This Article

Setup ClinicAid and Connect ClinicAid to Teleplan
🔹Payment Processor
Configure Aeon
LFP Billing Setup
Understand Submission Deadlines (BC Billing)
Create & View Bill Claims
Permissions

Setup ClinicAid and Connect ClinicAid to Teleplan

1. Watch ClinicAid's Getting Started video here or written instructions here, and follow the instructions to:

• Create the clinic – add the payee number and banking details
   Complete the steps in this video or written guide to setup ClinicAid
• Add practitioners – link each doctor’s MSP number to your clinic
  To set this up, please follow these instructions
• Connect ClinicAid to Teleplan – enter Teleplan credentials so that ClinicAid can submit claims
  To set this up, please follow these instructions
  
  

3. Optionally:  you can watch the instructions for creating your first invoices, the BC MSP Billing Cycle, and BC Contacts and Additional Resources. Otherwise, as you move through your instructions in these Aeon guides, we'll let you know when you need to learn each topic.

Payment Processor

If you will be taking private payments, you will need to set up your own separate payment processor and the terminals would need to be activated.  When you collect payment for private pay invoices, you would use this payment processor.  

Configure Aeon

1. Set up your clinic in Settings → General – enter the clinic name, address and payment number  
   Complete the steps here to set up the General Settings
2. Add practitioners in Settings → Users – create a record for each doctor and add their MSP practitioner number, payment preferences and facility number
   Complete the steps here to setup each Practitioner
3. Add patients
   Complete the steps here to create patients
   
   

LFP Billing Setup

If any practitioners in your clinic will be billing under the LFP payment model, there are configurations that must be setup.  Click here to see the step-by-step instructions.

Understand Submission Deadlines (BC Billing)

Understanding submission timelines is critical to ensure your clinic is paid on time.

• MSP / Teleplan & WorkSafeBC:
  Claims must be submitted within 90 days of the service date. Claims submitted after this window require special submission codes (e.g., C, X, I, W, A) as defined in the LFP Payment Schedule.
  
• WorkSafeBC Forms:
  Form 8 must be submitted within 3 business days, and Form 11 within 5 business days of the patient’s visit. See forms here.
• ICBC Billing:
  For services billed outside MSP (e.g., physiotherapy), invoices should be submitted within 45 days of treatment (ICBC Fee Guide for Health Care Providers).
• ICBC (Physician Services Update):
  As of November 27, 2025, physician services related to motor vehicle accidents are billed through MSP, not ICBC.
  
  

Create & View Bill Claims

Now it's time to create Bill Claims. The workflow depends on the billing type: 

• For MSP billing, see the step-by-step instructions here.

• For ICBC/WCB/Private/Other billing, see the step-by-step instructions here. 

Permissions

There are no role‑based restrictions on billing features. Both practitioners and clinic staff can create, edit and export claims.