If a rep hands you a paper billing sheet — or emails one — for a supplier that is already live on Helia at your facility, that case should be going through Helia, not on paper.
Do not process it outside of Helia
Processing a paper billing sheet for a live Helia supplier creates a record that is not tied to a delivery order, purchase order, or invoice within the system. This leads to reconciliation issues, potential double-billing, and breaks the audit trail Helia maintains for your facility.
What to do when you receive a paper sheet for a live supplier
Do not enter a requisition or PO based on the paper sheet.
Contact the rep directly and let them know they need to submit through Helia. If they are unsure how, send them here: what-is-helia-rep
What if the billing sheet is for a procedure that happened before the supplier went live
Check the procedure date against the supplier's go-live date in Helia. If the procedure predates go-live, it may legitimately need to be processed outside Helia. Process it through your standard legacy workflow. If you are unsure of the go-live date, submit a ticket by clicking the chat icon in the bottom right corner and our team will confirm.
What if the rep continues to use paper instead of Helia
Processing all bill-only cases through Helia for enabled suppliers is an expectation of your health system's initiative — it is not optional. If a rep continues to bypass Helia, the most effective path is to reinforce that expectation directly through your facility's supply chain leadership or the health system's account team that manages the supplier relationship. You can also submit a ticket by clicking the chat icon in the bottom right corner with the supplier name and the rep's contact information, and our team will support however we can.
Still need help? Click the chat icon in the bottom right corner to submit a ticket.