Understanding private medical billing and revenue cycle management
We explain, in plain language, how private-practice invoicing works in Germany under the GOÄ fee schedule — from documentation and coding through to invoice dispatch and payment tracking.
This website is strictly informational. We do not sell, broker or process payments for any service through this site.
The administrative journey behind every private invoice
Revenue cycle management, or RCM, describes every administrative step that connects a patient encounter to a settled invoice. Below is a general overview of the stages typically involved in private medical billing.
Encounter documentation
Every treatment, diagnostic step and consultation is recorded by the treating practice so that it can later be translated into billable line items.
Tariff coding
Documented services are matched against the relevant fee schedule — GOÄ for physicians or GOZ for dental treatment — using the appropriate multiplier factors.
Invoice preparation
Coded services are compiled into a structured invoice that lists each item, its factor, date and justification in a transparent, itemised format.
Dispatch & delivery
The finished invoice is sent to the patient or, where applicable, directly to a private insurer or allowance office (Beihilfestelle).
Query handling
Questions about individual line items, factor justifications or medical necessity are reviewed and answered in writing.
Monitoring & reporting
Payment status is tracked over time, with reminders issued according to statutory notice periods where a payment has not been received.
Separating clinical care from administrative billing
In Germany, many private practices route their invoicing through a dedicated Privatärztliche Verrechnungsstelle. This separation allows physicians to focus on patient care while a specialised office handles the technical and administrative side of billing.
- Standardised, itemised invoices that are easier for patients to review
- A dedicated point of contact for billing-related questions
- Consistent application of GOÄ / GOZ multiplier rules
- Clear written responses to objections or queries
From treatment to settled invoice, step by step
Treatment is documented
The treating physician or dentist records diagnoses, procedures and time spent during the appointment.
Services are coded
Each documented service is assigned the matching GOÄ or GOZ position number and an appropriate factor.
The invoice is compiled
Line items are assembled into a single, itemised statement with dates, descriptions and amounts.
The invoice is sent
Patients receive the invoice by post or, where offered, electronically, along with guidance on how to read it.
Payment is tracked
Incoming payments are matched to invoices, and reminders follow statutory notice periods if needed.
A few facts worth knowing
“Why did my private invoice use a higher factor than the standard rate?”
The GOÄ and GOZ allow physicians to apply a factor above the base rate to reflect the difficulty, time or circumstances of a treatment. A short written justification is required whenever the factor exceeds the standard threshold, and patients are entitled to request that explanation.
General guidance — not a substitute for individual adviceHave a question about a billing document?
Reach out to our team for general, informational guidance. We do not offer paid consultations or services through this website.