Billing a procedure room by the session

Billing a procedure room by the session.

What to record when you hire out a procedure room or day-procedure room by the session: the rate, the sessions, the shared costs, and questions for your accountant.

By the SuiteBook team. Last reviewed 27 October 2026. General information only, not legal, tax or financial advice. Have your adviser review it against your own arrangements.

The short version

A procedure room is often the highest-value session a suite offers, and it tends to carry more shared costs than a consulting room. Some suites call it a day-procedure room. For billing purposes the name does not matter. What matters is that the room has its own rate, its own sessions and its own costs, and that each is visible on the invoice.

This guide is about the billing side only. It is general information, and it is not about clinical practice, licensing or tax treatment.

What to record for a procedure room

A separate rate

The procedure room is usually charged at a different rate from consulting rooms, or under a different arrangement. Record it as its own line in the specialist’s arrangement.

Sessions, not hours

SuiteBook books rooms in AM and PM sessions. Agree with each specialist how a session is defined, and what happens if a list runs over.

Shared costs

Consumables, waste and similar costs can be split between the specialists who used the room, for example by the number of sessions each used.

What is included

Write down what the room fee covers, such as cleaning or reception, so the invoice and the agreement say the same thing.

A checklist for each specialist

The procedure room rate, and whether it is per session or part of a package with consulting rooms
Which days and sessions the specialist can use the room
Whether the room fee includes equipment, cleaning or staff, and which items are charged separately
How shared costs are shared: by sessions used, evenly, or another basis agreed in writing
How and when cancelled or unused sessions are charged
Invoice timing and payment terms

Questions to ask your accountant

How should room fees, consumables and waste be described on a tax invoice, and is each a taxable supply?
If we pass on shared costs, how should we show them and how should GST apply to them?
How do our procedure-room arrangements sit with the state payroll-tax rulings that apply to us?

Whether a room needs any licence or accreditation depends on your state and on what is done in it. That is outside what SuiteBook does, so ask your state health department and your adviser.

Where SuiteBook fits

SuiteBook books the procedure room in the same grid as your consulting rooms, charges each session under the specialist’s dated arrangement, apportions shared costs by sessions used, and lists everything as separate lines on the month-end GST tax invoice. It is not clinical, theatre or day-hospital software. See procedure rooms, the tax invoice guide and the payroll-tax guide.

Billing a procedure room by the session.