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Billing

Bills from the day's visits, and a receipt for every payment.

Physios log what they did and never see a price. Whoever handles the money bills the visits from the clinic's own price list, records each payment and sends the receipt.
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Visits not yet billed, with three visits ticked and the Generate invoices button

How it works

  1. 1. Bill the day's visits

    Before closing, the desk opens Visits not yet billed. Every visit that has happened without a bill is on that list, whether or not the physio's note is approved yet.

    1. Every visit that has happened and has no invoice yet
    2. Tick them and generate the invoices, one per patient
    Visits not yet billed, with three visits ticked and the Generate invoices button

  2. 2. Record what the patient paid

    Cash, transfer or POS. A part payment is fine: the rest stays on the invoice as the balance due, and each payment gets the next receipt number.

    1. What the patient still owes
    2. Each payment, with its method, its receipt number and a WhatsApp share
    A partly paid invoice, with the transfer recorded, its receipt number, the balance due and Share on WhatsApp

  3. 3. Send the receipt

    By email when the patient has an address, on WhatsApp, or printed on the clinic's letterhead. A WhatsApp receipt carries the amounts paid, never the treatment.

    A paid invoice printed on the clinic's letterhead, with the payment by POS

HMO patients and their claims

Add each HMO once, with what it covers. From then on, an HMO patient's invoice splits into what the scheme covers and what the patient owes, and the desk takes only the patient's part.

The scheme's part becomes a claim. Mark it paid when the money comes in, or rejected, which moves the balance to the patient.

The insurance page, with pending claims, what each HMO owes and the claims list
  1. Claims still pending, and what the HMOs owe the clinic in total.
  2. What each HMO owes, how many of its claims are overdue and how old the oldest is.
  3. Claims by status: pending, overdue by 30 days or more, paid or rejected.
  4. Pick the HMO and the month, and export its claims as a spreadsheet (in beta).

When a patient pays by transfer

In the patient app, Bills and payments (beta) shows what the patient owes and how to pay the clinic. After a transfer, they tap I've paid and enter the amount, the date and the reference.

The desk sees it under Payment confirmations, checks the bank app, and confirms or rejects it. Nothing changes on the bill until the desk confirms, and then the patient gets their receipt.

Bills and payments in the patient app, with what the patient owes and the I've paid form

Your own prices

The admin sets the clinic's visit types and procedures, and the price of each. A price can differ by branch or by HMO, and a long price list can come in from a spreadsheet.

A price is saved with the visit when it's charged, so changing a price later never changes an old bill.

Also in billing

  • Packages and advance payments (beta)

    Record a payment for upcoming sessions and apply it to visits when you choose. Nothing is applied by itself.

  • Walk-in sales

    Products and one-off items, paid on the spot with a receipt.

  • Void, never delete

    Only the admin voids an invoice, with a reason, and it stays on the record marked void. A paid invoice can't be voided.

  • Write-offs

    For money that will never come in. A write-off needs a reason and never counts as revenue.

  • Physios never handle money

    Prices, payments and receipts stay with the desk, the accountant and the admin.

Read the docs

All docs

We'll bill a day's visits on a demo clinic, HMO patients included.

Book a walkthrough (opens in a new tab)

Or email hello@statorhealth.com