Finance and payment collection for clinics
A patient's quote, treatment plan, accruals, payments and refunds build up on one account. Till closing and physician earnings are calculated from that record, and you can trace any figure back through its lines to where it came from.
The path money follows from quote to physician earnings
When a treatment quote is approved it accrues, and payment can be partial or in installments. A cancellation or refund affects the account and the physician's share together. A discount above your authority limit is not applied until a second approval arrives.
Physician share
The versioned rule is applied; physician share and commission are written to the statement.
- The process is complete here.
All steps
- 01 Quote (Front desk / Finance) A quote for the treatment plan is prepared from the service catalog and the effective price list; the patient approves.
- 02 Accrual (Front desk / Finance) As the approved procedure is performed, the amount accrues to the patient ledger and an internal receipt is created.
- 03 Collection (Patient) Cash, card or transfer; deposit, partial payment or installment. Payment closes the ledger or reduces the balance.
- 04 Physician share (Manager) The versioned rule is applied; physician share and commission are written to the statement.
Alternative path from 01 Quote; it returns to the main flow at 02 Accrual.
- 01a Discount awaits second approval (Manager) The discount exceeds the authority limit; the reason is recorded and it is not applied until the manager approves. With approval the amount enters accrual.
Alternative path from 03 Collection; it returns to the main flow at 04 Physician share.
- 03a Refund or cancellation (Front desk / Finance) The refund is posted to the ledger as its own line; a credit balance may arise. The effect carries into the share calculation.
04 Physician share
Four areas where the figures hold at the end of the day
Reception enters payments, the physician sees their own statement, the finance lead closes the till and the manager follows profitability. The screens these four people see are different views of the same patient account, so a gap between figures turns into the review of a single line.
Opening and closing the till
The till amount is entered at opening; at closing, cash, card and transfer totals are compared with system records. A cash difference and expenses are kept with a reason, an authorized person makes the correction, and the correction is tracked.
Receivables aging
Open balances are grouped by due date. A collection task opens for overdue debt and the reminder goes out by the patient's contact preference; payment plans and installments are followed with the account.
Versioned earnings rules
Physician share and commission are calculated by a versioned rule. When the rule changes, earlier periods stay on the earlier rule; the effect of a cancellation or refund on the share appears in the statement. Physicians see their own statement within their authority.
Profitability
Revenue and cost are compared by physician, service, source, branch and organization. The source view joins up with revenue source from lead to payment.
Collect by payment link without card data entering HekimBis
The patient receives a payment link, or pays from the portal. The payment is completed on the payment provider's hosted page; the card number and security code never enter HekimBis systems and are not stored.
- The account updates
- When the result arrives, the patient's account is updated. Deposits, partial payments and installments are followed under the same account.
- A failed attempt
- A failed payment leaves the account unchanged; the patient can retry from the link.
- Refunds
- A refund is written to the account as a separate line, and its effect on physician earnings is shown.
- Reaching the patient
- The payment link is delivered by message or in the patient portal.
Every figure leaves a trail
When payments sit in a ledger, quotes in another file and physician shares are worked out by hand, the cause of an end-of-day gap takes a search and nobody knows who corrected what. In HekimBis the quote, accrual, payment and refund stay on the same patient account.
Financial records are corrected, not deleted. A discount, refund, till difference or change to an earnings rule moves forward with a record that answers who did it, when and why. When a figure is questioned at month end, you look at the line instead of pulling files.
Frequently asked questions
Which documents are issued on the patient account?
An internal invoice and receipt are issued for accrual and payment. Till closing, physician earnings and receivables statements come from the same record.
How are installment treatment payments tracked?
When the treatment plan is approved a payment plan is created; each installment is tracked with its due date under the account, a late installment opens a collection task, and the reminder follows the patient's contact preference.
How are physician earnings calculated?
By a versioned rule that can be defined by service, physician and source. The effect of a cancellation or refund on the share appears in the statement.
Can a physician see their own earnings statement?
Yes, within their authority. The statement shows which service was calculated by which rule and the effect of cancellations and refunds; when the rule version changes, earlier periods stay on the earlier rule.
How is discount authority controlled?
A discount is applied with a reason and an authority limit. When the limit is exceeded a second approval is required; the discount is not applied until approved, and the process is written to the record.
What happens if the till does not balance?
At closing, the system total is compared with the counted amount. The difference is recorded with a reason; only an authorized person corrects it, and the correction is tracked.
What card information is stored in HekimBis for online payment?
The card number and security code are not stored in HekimBis; they are collected on the payment provider's hosted page. HekimBis posts the payment result and its reference to the account.
How are package and session balances tracked?
When a package or credit is purchased, the balance is kept on the patient's account; each session use is written to the record and the remaining entitlement is visible. Usage history is tied to the treatment plan and physician earnings in the same record.
Do all plans include the same finance features?
Lite includes the basic account and collection, Pro adds quotes, packages, installments, till, earnings and profitability, and Clinic adds branch-level till and consolidation. Security, record integrity and authorized export are not restricted in any plan.
Related pages
Features
Specialties
Solutions and process
Software guides
Integrations
Guides
- Digital Clinic Management Guide for Moving from Paper to an Orderly FlowGoing digital in a clinic is not buying software; it is rebuilding the workflow. The flow from appointment to payment, and the steps that get skipped during the move.
- Controlling Clinic Billing and Revenue from Charge to CollectionA clinic's income is measured not by appointment counts but by collected procedures. How to set up charges, collections, cash, installments and refunds in an orderly way.