Why Ontario-Based Medical Clinics Should Always Sign and Bill for Patient Medical Forms

Ontario medical clinics lose thousands of dollars each year by not billing for patient medical forms. Whether it’s insurance claims, disability paperwork, or employer-mandated forms, these documents require physician expertise and administrative time—both of which deserve fair compensation. Billing for forms isn’t just good business; it also ensures that clinics operate efficiently while maintaining high-quality patient care. There are financial, operational, and ethical reasons why Ontario clinics should always bill for medical forms— we’ll address common concerns about charging for these services.

1. Financial Benefits: Maximizing Clinic Revenue

Billing for medical forms is a simple way for clinics to increase revenue while ensuring physicians are paid for their time. If patients can’t afford the form the fees, you’re always able to waive them, but charging is completely ethical and those who can afford the service will usually be happy to pay for it.

1.1 Revenue Capture and Sustainability

Many clinics underestimate how much revenue they lose by not billing for medical forms. These administrative tasks take time—often 10-30 minutes per form—yet too many doctors complete them for free. By charging even a modest fee, clinics can add thousands of dollars to their annual revenue while ensuring financial sustainability.

For example, if a clinic completes 10 forms per week at an average fee of $50 per form, that’s $26,000 in additional revenue per year.

For further information on fees, please see both the OHIP Fee Schedule and the OMA fees for Physician Services.

1.2 Reducing Uncompensated Work

Physicians already work long hours. Unpaid paperwork contributes to burnout and reduces available time for direct patient care. By billing for forms, clinics can ensure that physicians are compensated for all aspects of their work. To help alleviate the challenges that come from physicians not using their time to its highest and best use, an Ontario doctor or clinical team can delegate the bulk of the form to be completed by a delegate, then reviewed and signed by the physician.

1.3 Addressing the “Patients Can’t Afford It” Concern

Some clinics hesitate to charge for forms out of concern that patients may not afford them. However, most forms are required by third parties—such as insurance companies or employers—who expect to cover the cost. By communicating this clearly to patients and properly planning and communicating ahead of time, clinics can ensure fair billing practices without financial strain on those in need. As just one example, Ontario OCF documents that need to be completed for automobile accident victims have the ability for the physician or clinic to charge a fee to the insurer for the paperwork. The Ontario government has more information on this, and this is just one of many programs that compensate physicians to complete the forms.

2. Operational Efficiency and Patient Experience

Beyond revenue, billing for forms can inspire an enhanced clinic workflow and patient interaction set by setting clear expectations and reducing administrative burdens.

2.1 Reducing Unnecessary Workload

When forms are treated as a free service, they often pile up, creating unnecessary backlog. Billing for them ensures they are prioritized appropriately, improving workflow and turnaround times.

In our experience, charging for forms inspires a structured process for form completion—where staff handle intake and billing before the physician signs—reduces delays and makes the process more efficient.

2.2 Streamlining Administrative Processes

Charging for forms allows clinics to create a structured workflow:

• Patients submit forms with clear instructions.

• Admin staff collect payment upfront or confirm third-party coverage.

• Physicians complete forms in a scheduled manner, reducing disruptions.

NOTE: Clinics using digital form submissions and automated invoicing see reduced errors in the forms and in the payment reconciliation and faster turnaround times. Physicians First suggests charging in advance for all chart requests and form completion.

2.3 Concern: “Patients Will Complain”

While some patients may initially resist paying for forms, clear communication helps. Posting a fee schedule, explaining why the fee exists, and offering digital form processing for faster completion all help reduce pushback. Most patients understand that professional services come with a fee—just like legal or accounting documents.

3. Ethical and Professional Responsibility

Billing for medical forms isn’t just about revenue—it’s about fairness and maintaining professional standards.

3.1 Maintaining Professional Boundaries

Physicians provide a specialized service when they complete forms. Like any professional service, this expertise should be fairly compensated. Charging for forms reinforces the value of a physician’s time and knowledge, and is recognized by the payers as a reasonable charge.

3.2 Aligning with OHIP and Industry Standards

OHIP does not cover most medical forms. Clinics that charge appropriately align with best practices across the healthcare industry, ensuring fair compensation while maintaining operational integrity.

Reference: OMA Guidelines on Uninsured Services

3.3 The “Ethical Dilemma” Debate

Some argue that billing for forms limits access to necessary documentation. However, physicians are not responsible for absorbing administrative costs that third parties should cover. Just a few examples of programs clinics can offer:

• Sliding scales for low-income patients.

• Batch processing for multiple forms to reduce costs.

• Advocacy to push for better coverage from insurers and employers.

By setting clear policies, clinics can charge fairly while ensuring patients receive the documentation they need.

Ontario clinics must bill for medical forms to ensure financial sustainability, operational efficiency, and professional fairness. Setting clear policies and communicating fees transparently benefits both clinics and patients in the long run.

Further Questions & Answers

1. Why should Ontario medical clinics bill for patient medical forms?
   Billing ensures fair compensation for physician time and prevents unnecessary financial losses.

2. Are patient medical forms covered by OHIP?
   Most are not covered, meaning physicians must charge patients directly.

3. How much should a clinic charge for completing forms?
   Fees vary but should reflect the time and expertise required. OHIP fee schedules and OMA guidelines provide benchmarks.

4. What happens if a clinic doesn’t charge for forms?
   Physicians lose revenue, workload increases, and patient expectations for free services rise.

5. Do patients expect to pay for medical forms?
   Many do, especially when third parties (e.g., insurance companies) require and cover them.

6. How can clinics communicate form fees to patients?
   Use posted fee schedules, verbal explanations, and consent forms.

7. Can a clinic refuse to complete a form if a patient won’t pay?
   Yes, except in cases where the form is legally required for patient care.

8. Does billing for forms impact patient satisfaction?
   Not if clinics set clear expectations and provide value.

9. Are form fees tax-deductible for patients?
   Some fees may be eligible for tax deductions if related to work or disability claims.

10. How can clinics streamline billing for medical forms?
    Implement standardized pricing, digital invoicing, and administrative support systems.

11. What if a patient claims they can’t afford the fee?
    Clinics can offer sliding scales or payment plans if needed.

12. Do all physicians charge for forms?
    Not all, but those who do operate more sustainably and fairly.

13. Can OHIP-covered visits include form completion?
    No, forms are separate administrative services and not part of OHIP-covered care.

14. Is billing for forms legal in Ontario?
    Yes, as long as clinics follow professional guidelines and transparency practices.

15. What’s the best way to set fees for medical forms?
    Use OMA guidelines, industry standards, and a fair pricing strategy.

16. Do other professionals bill for form completion?
    Yes, lawyers, accountants, and other professionals charge for paperwork.

17. Are digital form submissions billable?
    Yes, whether paper or digital, physician time must be compensated.

18. Can clinics bundle multiple forms into a single fee?
    Some do, but fees should reflect the complexity of each form.

19. How can clinics track medical form billing?
    Use EMRs, accounting software, and standardized tracking sheets.

20. What’s the biggest mistake clinics make regarding billing for forms?
    Not charging at all, leading to lost revenue and increased unpaid workload.