For billing staff

1Your role

The Billing Specialist role looks after the clinic’s money. You make and send invoices, take and refund payments, run memberships, and read the numbers.

You see patients’ contact details, not their medical record, and you don’t work with the schedule.

2What’s in your sidebar

1. 1Dashboard for today’s money and failed payments.
2. 2Billing for invoices, payments, subscriptions and discounts.
3. 3Analytics for how the clinic is doing.
4. 4Patients to look someone up, and Time Clock for your hours.
5. 5The first time you sign in on a computer, a welcome offers the tutorial. It walks only these pages.

3Start the day

1. 1Collected today is the money taken today, after refunds. Press Open end of day for the breakdown by payment method, and pick any date.
2. 2The Operations Queue shows Failed Payments. Retry asks the patient, in their app, to update their card. It doesn’t charge the card again.
3. 3Take Payment, under Quick actions, opens Billing ready to charge.

4Billing at a glance

1. 1Across the top: Collected this month, Outstanding, Overdue, and how many Invoices. Hover a number to see what it counts.
2. 2Three tabs: Invoices, Subscriptions and Insurance. Insurance shows a lock if your plan doesn’t include it.
3. 3On Invoices, search by patient or invoice number, and click one to open it on the right.

5Make and send an invoice

1. 1Click New Invoice and pick the patient.
2. 2Add lines from your price list, or pick Custom line (type your own).
3. 3Add tax, a discount or the patient’s credit if they apply. Set the Due Date.
4. 4Press Create & send to email a pay link and put the bill in their app. Or press Save draft.

6Take a payment

1. 1Click Collect Payment and pick the patient.
2. 2Charge a card: add what they’re buying, then choose how they pay. Card (on file) charges a saved card. Card (in person) sends the amount to your terminal.
3. 3Any other way, like cash or a check, only writes the payment down.
4. 4Email a bill sends one of your plans for the patient to pay online.

7Get invoices paid

1. 1A draft has Edit and Issue Invoice.
2. 2A bill still owed has Send Reminder and Mark as Paid. Mark as Paid writes down money you already took. It doesn’t charge anyone.
3. 3Void takes an unpaid bill off the books. Restore to Draft brings it back.
4. 4A paid invoice has Refund. It shows where the money goes back before you press Issue Refund.

8Receipts and statements

1. 1Click Print on the open invoice.
2. 2Print or email a Receipt, the Invoice, a Superbill or an Account statement.
3. 3Superbill → patient portal puts the superbill in the patient’s app to keep.

9Memberships and plans

The Subscriptions tab lists every patient on a membership or plan. Start one for a patient, or make a new membership, from there.

10Discounts and the ledger

1. 1Discounts holds your saved discounts, like a member rate. Make one once and it’s one click on any bill.
2. 2Export Ledger (CSV) downloads every invoice as a spreadsheet: totals, status, dates and how each was paid.

11Analytics

1. 1The four big numbers: money collected, monthly recurring revenue, new patients and finished visits.
2. 2Pick a time frame from 7 days to 12 months. The arrows compare it with the time just before.
3. 3The Revenue Intelligence tab shows what’s owed and for how long, renewals coming up, and plans at risk of canceling.
4. 4Download the numbers as a spreadsheet or a PDF report.

12Look up a patient

On Patients, search by name, email, chart number or portal ID. The page says Demographics view. A patient opens as a contact card: date of birth, phone, email and emergency contact.

13What your role can’t do by default

1. 1Open Appointments or Messages, or book visits.
2. 2Open a full chart, notes, labs or prescriptions.
3. 3Change prices of services and products, or anything in Settings. Owners and managers do that.
4. 4An owner or manager can change what your role can do in Settings → Roles & Permissions.