Billing and Payments

BILLING_PAYMENTS.md

Billing and Payments

Complete guide to managing invoices, payments, and financial transactions in MyClinicSoft.

Overview

The Billing and Payments system provides comprehensive financial management including:

  • Invoice generation
  • Payment processing
  • Outstanding balance tracking
  • Payment plans
  • Insurance claims
  • Financial reports
  • Receipt generation

Accessing Billing

Navigate to Billing from the main menu.

View Options:

  • All invoices
  • Unpaid invoices
  • Paid invoices
  • Overdue invoices
  • By date range
  • By patient

Creating an Invoice

From Patient Visit

Automatic Invoice Creation:

After a clinical visit:

  1. Click Create Invoice from visit page
  2. System auto-populates:
    • Patient information
    • Consultation fee
    • Services provided
    • Date of service
  3. Review and add additional items
  4. Save invoice

Manual Invoice Creation

  1. Go to Billing → New Invoice
  2. Fill in invoice details:

Patient Information

  • Select Patient* (required)
    • Search by name or ID
    • Patient details auto-fill
    • Shows outstanding balance (if any)

Invoice Details

  • Invoice Date* (required)
    • Defaults to today
    • Can backdate if needed
  • Due Date
    • Default: Immediate (due on receipt)
    • Custom: 15 days, 30 days, etc.
  • Invoice Number
    • Auto-generated
    • Format: INV-2024-00123
    • Can customize in settings

Line Items

Add services, medications, and procedures:

Adding Services:

  1. Click Add Line Item

  2. Select type:

    • Service - From services catalog
    • Medication - From inventory
    • Custom - Manual entry
    • Lab Test - From lab orders
    • Procedure - From procedure list

  3. For each item:

    • Description
    • Quantity
    • Unit Price
    • Discount (if applicable)
    • Tax (if applicable)
    • Total (auto-calculated)

Example Line Items:

Description                  Qty    Unit Price    Total
------------------------------------------------
New Patient Consultation      1     ₱1,500.00    ₱1,500.00
Ibuprofen 400mg             28         ₱10.00      ₱280.00
Complete Blood Count          1       ₱400.00      ₱400.00
------------------------------------------------
                           Subtotal:            ₱2,180.00
                          Tax (12%):              ₱261.60
                              Total:            ₱2,441.60

  1. Add notes (optional):

    • Payment instructions
    • Special terms
    • Thank you message

  2. Click Save Invoice

Invoice Status

Status Types

  • Draft - Not finalized, can be edited
  • Unpaid - Sent to patient, payment pending
  • Partially Paid - Some payment received
  • Paid - Fully paid
  • Overdue - Past due date, not paid
  • Cancelled - Invoice cancelled
  • Refunded - Payment refunded

Status Workflow

Draft → Unpaid → Paid
         ↓
      Overdue → Paid
         ↓
    Partially Paid → Paid

Recording Payments

Full Payment

  1. Open invoice
  2. Click Record Payment
  3. Enter payment details:
    • Amount* (required) - Pre-filled with balance
    • Payment Date* - Defaults to today
    • Payment Method* - Select method:
      • Cash
      • Credit/Debit Card
      • Bank Transfer
      • Check
      • Insurance
      • Other
    • Reference Number - For card/check/transfer
    • Notes - Additional information
  4. Click Save Payment

System Actions:

  • Updates invoice status to "Paid"
  • Updates patient balance
  • Generates official receipt
  • Sends payment confirmation (SMS/Email)
  • Records transaction in audit log

Partial Payment

When patient pays less than full amount:

  1. Open invoice
  2. Click Record Payment
  3. Enter partial amount
    • Example: ₱1,000 on ₱2,441.60 invoice
  4. Save payment

System Actions:

  • Invoice status: "Partially Paid"
  • Remaining balance: ₱1,441.60
  • Records payment
  • Generates receipt for amount paid
  • Patient can pay remainder later

Multiple Partial Payments:

  • Record each payment separately
  • System tracks all payments
  • Shows payment history
  • Auto-marks as "Paid" when fully paid

Split Payment

When patient uses multiple payment methods:

Example: ₱1,500 cash + ₱941.60 card

  1. Record first payment (₱1,500 cash)
  2. Record second payment (₱941.60 card)
  3. System combines both
  4. Invoice marked as "Paid"

Payment Methods

Cash

Recording:

  1. Select "Cash"
  2. Enter amount
  3. No reference number needed
  4. Generate receipt

Cash Handling:

  • Count cash carefully
  • Give change if needed
  • Issue official receipt
  • Balance cash drawer at end of day

Credit/Debit Card

Recording:

  1. Select "Credit Card" or "Debit Card"
  2. Process card payment (POS terminal)
  3. Enter:
    • Last 4 digits of card
    • Approval code
    • Reference number
  4. Attach card receipt (optional)
  5. Save payment

Card Processing:

  • Use integrated POS terminal
  • Or manual card processing
  • Record transaction details
  • Keep card receipts for reconciliation

Bank Transfer

Recording:

  1. Patient transfers to clinic bank account
  2. Verify transfer received
  3. Select "Bank Transfer"
  4. Enter:
    • Transfer reference number
    • Bank name
    • Date of transfer
  5. Attach proof of transfer (optional)
  6. Save payment

Bank Reconciliation:

  • Check bank account daily
  • Match transfers to invoices
  • Record payments promptly
  • Keep transfer records

Check

Recording:

  1. Receive check from patient
  2. Verify check details
  3. Select "Check"
  4. Enter:
    • Check number
    • Bank name
    • Check date
    • Amount
  5. Save payment

Check Handling:

  • Verify check details
  • Photocopy/scan check
  • Deposit promptly
  • Track check clearance
  • Mark as "Pending Clearance" if needed

Bounced Checks:

  1. Update payment status: "Failed"
  2. Invoice returns to "Unpaid"
  3. Add returned check fee (if applicable)
  4. Contact patient

Insurance

Insurance Claims:

  1. Verify insurance coverage
  2. Get pre-authorization (if required)
  3. Create invoice
  4. Select "Insurance"
  5. Enter insurance details:
    • Insurance provider
    • Policy number
    • Authorization number
    • Coverage amount
  6. Submit claim

Claim Status:

  • Pending Approval
  • Approved
  • Partially Approved
  • Denied

Patient Co-Payment:

  1. Calculate patient responsibility:
    • Total: ₱2,441.60
    • Insurance covers: ₱1,941.60 (80%)
    • Patient co-pay: ₱500.00
  2. Record co-pay as separate payment
  3. Wait for insurance payment
  4. Record insurance payment when received

Denied Claims:

  1. Contact insurance company
  2. Resubmit with additional info
  3. Or bill patient for full amount
  4. Update invoice accordingly

Outstanding Balances

Viewing Outstanding Balances

Patient Balance:

  • View on patient detail page
  • Shows total unpaid amount
  • Lists all unpaid invoices
  • Payment history

All Outstanding:

  1. Go to Billing → Unpaid
  2. See all patients with balances
  3. Sort by:
    • Amount (highest first)
    • Date (oldest first)
    • Patient name

Overdue Balances:

  • Filter by "Overdue"
  • Past due date
  • Highlighted in red
  • Priority for follow-up

Payment Reminders

Automatic Reminders:

System sends reminders based on settings:

Schedule:

  • 7 days overdue: First reminder
  • 14 days overdue: Second reminder
  • 30 days overdue: Final notice

Reminder Content:

  • Patient name
  • Invoice number
  • Amount due
  • Original due date
  • Payment methods
  • Clinic contact info

Manual Reminders:

  1. Open invoice
  2. Click Send Reminder
  3. Choose method: SMS/Email
  4. Edit message if needed
  5. Send

Payment Plans

For patients who cannot pay full amount:

Creating Payment Plan:

  1. Open invoice
  2. Click Create Payment Plan
  3. Set terms:
    • Total amount: ₱2,441.60
    • Down payment: ₱500.00
    • Number of installments: 4
    • Frequency: Monthly
    • First payment date: Next month
  4. Calculate installments:
    • Down payment: ₱500.00
    • 4 monthly payments: ₱485.40 each
  5. Save payment plan

Payment Plan Tracking:

  • Shows payment schedule
  • Tracks which payments made
  • Sends reminders before due date
  • Marks installments as paid
  • Calculates remaining balance

Missed Payments:

  • System alerts on missed payment
  • Send reminder to patient
  • Update payment plan if needed
  • Add late fees (if applicable)

Receipts

Official Receipt

Generated automatically when payment recorded:

Receipt Contents:

OFFICIAL RECEIPT
OR No: OR-2024-00789

[Clinic Logo and Details]
Clinic Name: YourClinic Medical Center
Address: 123 Main Street, City, Country
TIN: 123-456-789-000
Phone: +63 917 123 4567

------------------------------------------------
Patient: Maria Santos
Date: January 15, 2024
Invoice No: INV-2024-00123

DESCRIPTION                          AMOUNT
------------------------------------------------
New Patient Consultation            ₱1,500.00
Ibuprofen 400mg x28                   ₱280.00
Complete Blood Count                  ₱400.00
------------------------------------------------
                        Subtotal:   ₱2,180.00
                       Tax (12%):     ₱261.60
------------------------------------------------
                           TOTAL:   ₱2,441.60

Payment Method: Cash
Amount Paid: ₱2,441.60
Change: ₱0.00

Received by: [Staff Name]
[Digital Signature]

------------------------------------------------
This serves as your official receipt.
Thank you for choosing YourClinic!

Receipt Actions:

  • Print receipt
  • Email to patient
  • Send via SMS (link)
  • Download PDF
  • Add to patient portal

Receipt Numbering

Format:

  • OR-YYYY-NNNNN
  • Example: OR-2024-00001
  • Sequential numbering
  • Cannot skip numbers
  • For tax compliance

Series Management:

  • New series each year (optional)
  • Backup receipt series
  • Track voided receipts

Discounts and Adjustments

Applying Discounts

Discount Types:

  • Senior Citizen (20% by law in PH)
  • PWD (20% by law in PH)
  • Healthcare Worker
  • Loyalty Program
  • Promotional
  • Staff/Family
  • Custom

How to Apply:

  1. During invoice creation
  2. Add line items first
  3. Click Add Discount
  4. Select discount type
  5. Enter:
    • Percentage or fixed amount
    • Reason
    • ID number (for senior/PWD)
  6. System recalculates total

Example with Senior Citizen Discount:

Subtotal:                           ₱2,180.00
Tax:                                  ₱261.60
Total before discount:              ₱2,441.60
Senior Citizen Discount (20%):       -₱488.32
------------------------------------------------
TOTAL:                              ₱1,953.28

Discount Documentation:

  • Copy ID
  • Get signature
  • Attach to invoice
  • For audit compliance

Invoice Adjustments

For corrections or changes:

  1. Open invoice
  2. Click Adjust Invoice
  3. Make changes:
    • Add/remove items
    • Change quantities
    • Update prices
    • Add discount
  4. Add reason for adjustment
  5. Save adjustment

Adjustment Types:

  • Credit - Reduce amount owed
  • Debit - Increase amount owed
  • Correction - Fix error

After Adjustment:

  • Original invoice preserved
  • Adjustment logged
  • New total calculated
  • Patient notified if needed
  • Receipt regenerated

Refunds

Processing Refunds

When patient needs refund:

  1. Open paid invoice
  2. Click Process Refund
  3. Enter details:
    • Refund amount (full or partial)
    • Reason:
      • Overpayment
      • Service not provided
      • Error in billing
      • Other
    • Refund method:
      • Cash
      • Card reversal
      • Bank transfer
      • Check
    • Date of refund
  4. Click Process Refund

System Actions:

  • Updates invoice status
  • Adjusts patient balance
  • Records refund transaction
  • Generates refund receipt
  • Updates financial reports

Refund Receipt:

REFUND RECEIPT
Refund No: REF-2024-00045

Original Invoice: INV-2024-00123
Original Amount: ₱2,441.60
Refund Amount: ₱2,441.60

Reason: Service cancelled
Refund Method: Bank Transfer
Date: January 16, 2024

Processed by: [Staff Name]

Financial Reports

Available Reports

Navigate to Reports → Financial

Invoice Reports:

  • Invoice summary by date range
  • Revenue by service type
  • Revenue by doctor
  • Payment method breakdown
  • Tax report
  • Discount summary

Collection Reports:

  • Collected vs. outstanding
  • Collection rate
  • Average days to payment
  • Overdue accounts
  • Payment plan status

Patient Reports:

  • Patient balances
  • Top paying patients
  • Patients with outstanding balance
  • Payment history by patient

Export Options:

  • PDF
  • Excel
  • CSV
  • Print

Key Metrics

Dashboard Metrics:

  • Today's revenue
  • This month's revenue
  • Outstanding balance (total)
  • Overdue amount
  • Collection rate
  • Average invoice amount

Trends:

  • Revenue over time (chart)
  • Payment methods used
  • Services most billed
  • Peak billing times

Integration with Other Features

From Clinical Visit

  • Create invoice directly from visit
  • Auto-include consultation fee
  • Add procedures performed
  • Link to visit record

From Prescriptions

  • Add medications to invoice
  • Pull from prescription
  • Auto-calculate quantities
  • Deduct from inventory

From Lab Orders

  • Add lab tests to invoice
  • Pull from lab order
  • Include all tests ordered
  • Link to lab results

From Inventory

  • Medications auto-deduct from stock
  • Check stock availability
  • Update inventory records
  • Track medication sales

Tips for Efficient Billing

  1. Bill Immediately - Create invoice while patient present
  2. Collect at Time of Service - Fewer outstanding balances
  3. Verify Insurance - Check coverage before service
  4. Accurate Coding - Use correct service codes
  5. Clear Communication - Explain charges to patients
  6. Payment Options - Offer multiple payment methods
  7. Payment Plans - Work with patients on large balances
  8. Regular Follow-up - Chase overdue accounts promptly
  9. Reconcile Daily - Balance at end of each day
  10. Review Reports - Weekly financial review

Troubleshooting

Payment Not Recording

Check:

  • All required fields filled
  • Amount is valid
  • Payment date is valid
  • Internet connection
  • Permissions

Solution:

  • Refresh page
  • Re-enter payment
  • Check browser console
  • Contact support

Invoice Total Incorrect

Check:

  • Line item calculations
  • Tax settings
  • Discount applied correctly
  • Rounding settings

Solution:

  • Recalculate manually
  • Check settings
  • Adjust if needed
  • Document correction

Cannot Find Invoice

Check:

  • Search by patient name
  • Search by invoice number
  • Check date range filter
  • Check status filter

Solution:

  • Clear all filters
  • Search differently
  • Check if deleted
  • Check audit logs

Best Practices

  1. Accurate Records - Enter all charges correctly
  2. Timely Billing - Invoice promptly after service
  3. Clear Descriptions - Detailed line item descriptions
  4. Proper Documentation - Keep all payment records
  5. Regular Reconciliation - Daily cash/card reconciliation
  6. Follow-up System - Systematic approach to collections
  7. Payment Policies - Clear policies communicated to patients
  8. Staff Training - Train all staff on billing procedures
  9. Audit Trail - Maintain complete transaction history
  10. Compliance - Follow tax and regulatory requirements

Compliance

Tax Compliance

Requirements:

  • Issue official receipts (OR)
  • Sequential OR numbering
  • Record all transactions
  • File tax returns
  • Keep records for required period

Tax Reports:

  • Monthly sales summary
  • VAT collected
  • Senior/PWD discounts
  • Exempt transactions

Financial Audit

Preparation:

  • Complete transaction records
  • All receipts filed
  • Bank reconciliation done
  • Discrepancy explanations
  • Supporting documents ready

Related Documentation