Billing and HMO claims

Physios log what they did on each visit, but they never see prices or take money. Whoever handles the money bills the visits from the clinic's own price list.

Your prices (admin)

• Settings → Visit types (billing): the kinds of visit, such as an initial assessment, a follow-up, a home visit or a video session.
• Settings → Procedures: the assessments, treatments and modalities the clinic offers.
• Settings → Tariffs: the price of each one. A price can differ by branch or by HMO. If you charge a home-visit or transport fee, add it under Procedures and price it here. For a long price list, Import prices takes a CSV file (save the spreadsheet as CSV first).

Invoices take their prices from here, so keep them current. A price is saved with the visit when it's charged, so changing a price later doesn't change old bills.

Bill the day's visits

1. Go to Billing → Visits not yet billed. This lists every visit that has happened and has no bill yet, whether or not the note is approved.
2. Tick the visits and click Generate invoice(s), one per patient.

For a product, or anything you bill by hand, use New invoice. For someone who pays on the spot, use Walk-in sale.

Record a payment

1. Open the invoice and click Record payment.
2. Choose Cash, Transfer or POS, enter the amount and save.
3. The receipt number is added for you, in order, and never reused.
4. Part payments are fine. Whatever is left stays on the invoice as the balance due.

Send the receipt

• Email: sent automatically when the patient has an email address. Resend receipt sends it again.
• WhatsApp: next to the payment, Share on WhatsApp opens WhatsApp with the receipt written out, so you pick the patient's chat. Copy WhatsApp receipt copies it to paste yourself. A WhatsApp receipt carries the amounts paid, never the treatment.
• Paper: Print / PDF on the invoice, on the clinic's letterhead.

Payments before the visit and packages (beta)

• Paid before the session: open the appointment and click Take payment (beta). A receipt is issued straight away. After the visit, bill it with Bill visit & use payment (beta) so the payment pays that visit.
• A package paid ahead: on the patient's Billing tab, click Record payment / prepayment and set it for upcoming sessions. After each visit, click Apply to visits (beta) and tick the visits it pays for. Nothing is applied automatically.

"I've paid" from the patient app (beta)

Patients who pay by transfer can tell the clinic from their app. They appear under Payment confirmations.

1. Check your bank app for the money.
2. If it's there, click Confirm, correct the amount if the bank shows a different figure, and choose what it pays. The patient gets their receipt.
3. If it isn't, click Reject and write a short note to the patient. They're emailed.

Mistakes and write-offs

• Void, never delete. The admin opens the invoice and voids it with a reason. The record stays, marked void. A paid invoice can't be voided.
• Write off (nothing collected) is only for money that will never come in. It needs a reason, and it never counts as revenue.

HMO patients

1. The admin adds each HMO under Settings → Insurance schemes, with its default coverage percentage.
2. On an HMO patient's invoice, Stator splits the bill into Scheme covers and Patient owes. The desk takes only what the patient owes.
3. The HMO's share becomes a claim on the Insurance page, with what each HMO owes.
4. When an HMO pays, click Mark claim paid and enter the amount and the date. If it refuses a claim, mark it rejected, and the balance moves to the patient.
5. For each HMO's monthly claim, choose the scheme and the month, then export it as a spreadsheet (in beta).

Money on the dashboard

The admin's dashboard counts money received for the period you choose, with the outstanding balance and unpaid invoices beside it. Write-offs never count as revenue. With more than one branch, the revenue chart shows each branch side by side.