Kailing Technology signs with Shanzhongda Qingdao Traditional Chinese Medicine Hospital to build an HIS fully digitalized e-invoice automatic invoicing and result write-back system

Recently, Beijing Kailing Technology Co., Ltd. reached a collaboration with Shanzhongda Qingdao Traditional Chinese Medicine Hospital to build cloud-based fully digitalized e-invoice services around the hospital's HIS invoicing system. The project connects the hospital's charging business with the tax invoicing step, covering automatic issuance, patient QR code invoice retrieval, refund red-letter processing, record queries, and write-back of invoicing results, giving each diagnosis and treatment charge a smoother digital path from business occurrence to document delivery.

1. Shanzhongda Qingdao Traditional Chinese Medicine Hospital: extending convenient services to the invoicing step

Shanzhongda Qingdao Traditional Chinese Medicine Hospital is located in Qingdao High-tech Zone and is a medical institution providing traditional Chinese medicine diagnosis, treatment and health services to citizens. While improving its TCM specialty services, the hospital also values the digital experience in patients' medical visits. As registration, diagnosis and treatment, and payment gradually become collaboratively online, if invoice processing still remains outside the fee collection system, patients and cashiers will need to repeatedly confirm information for the same transaction.

Hospital invoicing differs from general enterprise invoicing. Outpatient fee collection is fast-paced and window business is concentrated; patients may retrieve an invoice directly after payment or handle it later using the payment record; and when a refund occurs, the original fee record and the original invoice status must correspond. For hospitals, an invoice is not an isolated financial document but part of the patient service chain.

In this cooperation with the hospital, Kailing Technology focuses on bringing invoicing services close to the existing HIS business processes. Patients take one less step, cashiers enter data one less time, and finance staff can more easily query invoices along business records; these concrete experiences define the project's direction.

2. HIS connects to the invoicing platform: fee information flows once

The project adopts a cloud software service model, with Kailing Technology providing hospital HIS invoicing system integration and invoice platform services. After the charging business in HIS creates an invoicing request, the relevant information enters the invoicing process; once invoice issuance is complete, the invoice number and processing result are automatically written back to HIS. Charging business and invoice status are thus connected along the same thread, reducing cross-system duplicate entry and manual write-back.

The issuance of fully digitalized e-invoices relies on the tax authority's electronic invoice service platform. Kailing Technology connects the hospital's business system with tax invoicing capabilities, undertaking data transfer, invoicing processing, record queries and result write-back, so that the hospital can obtain invoicing results within its familiar HIS business environment. For cashiers, the business entry is more centralized; for finance staff, invoices can be verified back against the corresponding fee records.

During go-live implementation, Kailing Technology undertakes HIS integration, integration testing, and training for invoicers and cashiers. Only after interface fields, exception handling and actual operating procedures are verified through integration testing can the system run stably in window operations. The cloud subscription model also provides continuous service arrangements for subsequent platform maintenance, upgrades and technical support.

3. Scan the payment slip to get an invoice: making invoicing easier for patients

Common invoicing needs in hospitals arise after patients pay fees. The project supports providing QR code rules to the HIS vendor, so that patients enter the invoice retrieval process through the QR code on the payment slip and, after scanning, can request issuance of a fully digitalized e-invoice or obtain an already issued invoice. The step that originally required restating payment information at the window is now initiated from the existing payment record, making the patient's path clearer.

Scan-to-retrieve and automatic invoicing complement each other: fee records that meet business rules can enter the automatic invoicing chain, and patients can also handle it independently from the slip entry. Invoice delivery supports methods such as email push, making it convenient for patients to save, find and use electronic invoices after their visit. Hospital windows no longer need to turn every invoice retrieval into a manual order lookup, and patients no longer need to recite complete transaction information from memory.

Kailing Technology connects the patient-side entry, hospital HIS records and invoicing platform processing results, so that "payment—application—invoicing—delivery" revolves around the same transaction. Behind the convenience is the foundational capability of matching invoices with fee collection facts and making processing status queryable.

4. Refund red-letter invoices and record queries: follow-up handling is documented and traceable

When a refund occurs for diagnosis and treatment fees or invoicing information needs adjustment, the hospital must handle both the charging record and the invoice status. The project includes refund red-letter invoices in the invoicing service scope, supports querying invoices around the original business record, and handles red-letter processing according to applicable rules. The original charge, original invoice, and adjustment result are linked to each other, making verification easier for charging and finance roles.

Invoice issuance record queries also support window services. When patients ask whether an invoice has been issued, when cashiers need to check processing progress, or when finance staff need to trace the original business, all can start from the records to find the corresponding information. After invoicing results are automatically written back to the HIS, the business system can grasp invoice status in a timely manner, reducing verbal inquiries and duplicate registration.

This processing logic means automatic invoicing covers not only issuing an invoice, but also post-issuance queries, refund adjustments, and business write-back. Kailing Technology supports the hospital's daily operations with a complete document processing chain, combining patient service experience with finance and tax management requirements.

5. Project value: patient experience and hospital management improve together

For patients, there is a more convenient invoice retrieval entry after payment; for cashier roles, invoice processing is connected to HIS business, reducing searching and transcription across multiple systems; for finance roles, invoicing records correspond to the original fee business, giving queries, verification and refund handling more clues. The project connects these scattered actions into a sustainable service path.

The key to system implementation in hospital scenarios lies in collaborating with the existing HIS and in making it easy for frontline staff to use. Kailing Technology provides implementation services covering interface integration testing, business testing and role training, and undertakes subsequent operations and upgrades through a cloud platform, so that digital invoicing capabilities match the hospital's daily fee collection work.

This collaboration is another practice by Kailing Technology in business-finance-tax digitalization scenarios in the healthcare industry. With HIS as the business entry point and fully digitalized e-invoice services handling issuance, delivery, and write-back, Kailing Technology helps Shanzhongda Qingdao Traditional Chinese Medicine Hospital complete the patient service loop and provides more solid system support for the hospital's charging management and finance-tax coordination.

About Kailing Technology

As a national high-tech enterprise, Kailing Technology focuses on the digital and intelligent transformation of enterprise business-finance-tax and operations management, providing software products, system integration, implementation and delivery, and operational services for various government agencies, institutions, group enterprises, and SMEs.

The company has now formed ten core product lines, including: AI digital employee system, enterprise expense control management system, customer relationship management system, reverse invoicing management system, invoice issuance for individuals management system, electronic archives management system, tax fully digitalized e-invoice Leqi system, tax invoice management system, group tax filing system, and AI OCR recognition system. It is committed to connecting enterprise business, finance, tax, funds, and archive data to help customers improve operational efficiency, business-finance-tax compliance capabilities, and digital management levels.