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Documentary evidence for patients

Since 2015, you must provide a certificate to your patients, regardless of whether you have a convention or not. This supporting document is an additional document.

This document of evidence for patients does not replace the certificate of assistance provided.

This is due to a European directive that aims to increase financial transparency for the patient. You inform the patient about the cost price of his medical care via the supporting document.

This proof does not open any right to reimbursement by the compulsory insurance.

How does it work?

  • On paper, to be handed out to the patient or his legal representative.
  • Or on an electronic carrier via an e-mail address or e-Box if:
    • your patient formally agrees to this method of transmission;
    • the supporting document is in a format that is readable by your patient (e.g. Word or PDF).

When do you hand it out?

Method of billingWhen required
Cash to your patientIf refundable and non-refundable dispensations are performed simultaneously
As a third-party payer via MyCareNetAlways, unless only non-refundable benefits are provided

You provide the supporting document to your patient monthly, no later than 28 days after the billing .

What should you include on the supporting document?

The Nursing Agreements Committee/VI chose not to make a model document of the documentary evidence. She did set some criteria :

  • the supporting document is a single document which may comprise several pages or parts;
  • the supporting document must provide a full overview of the costs.

Required data

  • General data
    • your convention status for the provisions on the supporting document;
    • your name and that of any other healthcare professionals for the provisions on the supporting document;
    • the total amount to be paid: (non-)refundable benefits, advances paid.
  • One refundable provision per line (group identical provisions if possible)
    • the co-payment that the patient paid;
    • any supplement;
    • the reimbursement by the compulsory health insurance;
    • the nomenclature number;
    • a concise and understandable description for the patient.
  • One non-refundable provision per line
    • Description;
    • amount.

Information to be provided at the request of the patient

The purchase price of medical devices if they are (partially) reimbursed by the compulsory health insurance.

Can a group provide proof?

A group can prepare a supporting document instead of each nurse individually. In addition to the mandatory statements, this supporting document must therefore also contain the following information :

  • group name;
  • third-party payer number of the group (if the group invoices with such a number);
  • contact address;
  • contact name.

What should you do in specific situations?

Inability to provide the evidence to your patient

If you cannot hand over the supporting document to your patient, send it to his legal representative.

Your patient and his legal representative must provide you with a document in which they agree to this. During inspection, you must be able to show this document to the competent inspection bodies.

Correction invoices, re-invoicing…

For correction invoices, re-invoicing or resubmission of invoicing, you must draw up a new supporting document.

Hand this over to your patient at the end of the rebilling or improvement procedure so that they have the correct information.