Once a patient's appointment has been completed, you can create an invoice and collect payment using the Complete & Invoice feature. This process marks the appointment as completed, generates an invoice, and allows you to apply a payment immediately.
When to Use This
Use the steps below when:
- A patient's appointment has been completed
- You are ready to generate an invoice and
- The patient is paying the invoice (i.e., not a third party)
What You Need
- An appointment that is completed and ready to be invoiced
Permissions
- User Type granted to Pay Receivables
Contact your clinic administrator if you don't have the required access.
Video
Instructions
- Click the appointment block
- Select Complete & Invoice
The Appointment/Checkout window will open:
- Review the details to ensure they are correct. You can also choose to:
- Book a new appointment
- Schedule a Follow-up Call
- Add Invoice Notes
-
Click Checkout
Click to learn more about the Appointment/Checkout fields
Book a new appointment? |
Set this to Yes if you would like to schedule another appointment after you've finished checking out the current one |
Tax Exempt |
|
Schedule |
Select No-Follow-up or a staff member from the dropdown to assign a follow-up. If you select a staff member, you will be prompted to select a Follow-up Category and a Call Date. |
Invoice Notes |
Enter any additional details that you would like to appear on the invoice |
Add Product |
Click to add a Product, or another Service to the invoice |
Email Invoice |
Check this to send the paid invoice to the patient Tip: This only applies if the patient is paying the invoice, not a third-party |
The Accounting/Receive Payment window will open
- Navigate to Paid By and select the payment method
-
Click Apply Payment
| 💡Tip: If payment will be collected at a later date/time, simply close the Accounting/Receive Payment window. |
⚠️Important
Do not apply a $0 payment to an invoice. Doing so creates an accounting error that cannot be corrected without assistance from the development team.
- Click OK on the Payment Confirmation pop-up
Result
The appointment status border will show as paid or billed.
- Paid: The invoice has been paid in full
- Billed: The invoice has been generated, but the appointment has not been fully paid for. A billed border will show if you close the Accounting/Receive Payment window, or the patient only paid part of the invoice.
A paid invoice is generated and displayed, with options to print or download a PDF copy.
Things to Know
- Never apply a $0 payment to an invoice
Troubleshooting
I get an Insufficient Access error when I try to pay an invoice
- Contact your clinic administrator to make sure that your User Type is allowed to Pay Receivables