Billing in BC: Day 1 Overview

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

 

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In This Article

Getting Started: Preconditions
Step 1: Create Patients
Step 2: Set up Billing Information
Step 3: Understand Submission Deadlines (BC Billing)
Step 4: Create & View Bill Claims
Permissions

 

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Getting Started: Preconditions

 

Sign up for a ClinicAid account & Connect Teleplan

1. If you don't already have one, sign up for ClinicAid here

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

• Create your Provider Profile
• Connect your account to Teleplan
• Add your patients

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.  

 

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Step 1: Create Patients

In order to bill for patient visits, these patients need to exist in Aeon.  You only need to create the patient once unless their information changes.

For step-by-step instructions, click here.

 

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Step 2: Set up Billing Information

Before you begin billing, ensure the clinic and practitioner profiles are complete. Aeon pulls this data into the export file.  Once this profile data is set, you’ll only need to maintain it when there are changes.

 

Clinic setup

Province & MSP facility number pulled from the clinic settings. The information is not visible in a Bill Claim form, but does pull into the export.  Here is an example of that information within the Settings:

 

For step-by-step instructions, click here.

 

Practitioner setup

Practitioner title, name, payment & practitioner numbers are pulled from each user’s settings. Here is that information within the Settings:

Here is an example of that information found in a Bill Claim:

 

For step-by-step instructions, click here.

 

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Step 3: 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.

 

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Step 4: 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. 

 

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Permissions

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