Packages
How to create a Payment Term to be used for Package
Sometimes buying a package outright can be expensive for your Patients. You can now offer them the option to pay for Packages in installments. You can tailor the instalment scheme for each package, or use a common corporate policy. All of this is possible by the feature “Payment Terms” in Clinicea. Let us see how to use: 1. Go to Tools Payment Terms Add new. *2.Some readersHow to make an Appointment for a Patient who is on a Package
Appointments for Patients on a Package can be made following the steps below: 1. Go to Calendar click on a Time Slot, a new Appointment Details window will open. 2. In Appointment Details, search and select the Patient or click on the + button to add a new patient. (https://storage.crisp.chat/users/helpdesk/website/7641901e26b58800/2bfd84e4-5ae6-436bSome readersHow to set up Home Visit Packages
You may need to set up Home Visits for Patients that are unable to come down to the Clinic for a consultation. Instead, consultation is done at the Patient’s place of residence. Home Visits can be set up for elderly Patient’s or Patient’s who suffer from ailments that prevent them from physical movement. Home Visits can be restricted to a single visit or multiple visits, depending on Patient requirements. In cases where the Patient requires multiple visits, a Home Visit Package can be set up. USome readersHow to Bill Multiple Packages
You can easily combine multiple packages, and bill them at a go. Let us see how: 1. Go to Financials Click on New Package and Select a Patient. Example, Peter Parker. 2. +Add Bill Items Package, click on the +button beside the Packages you want to add. Example: Full Body LHR. Enter Paid Amount and select Payment Mode if you are taking aFew readersHow to use a Payment Term when Billing a Package
Payment Term once set, can automate how much to collect, when to collect and what to collect at the time of billing a package. You can also assign a custom payment term at the time of billing a package. Let us see how. 1. Go to Financials New package Search and select a patient name. 2. The New Package window will open. Click on Add Items and select a packageFew readersHow to bill a Package Item from Appointment
To bill the patient for the first package item from the package, through the appointment screen directly; 1. Click on the $ button of the appointment which is created. 2. A New Bill window will open, the service items will automatically appear on the bill Enter Paid Amount select Payment MoFew readersHow to update Packages across multiple clinics
A step by step guide on how to update Packages across Multiple Clinics: 1. Click on Tools Package Select the package name from the list. The Package page will open. Click on the Applies To Clinics… button at the bottom of the page. 2. Now search for the name of the desired clinic and then click on the three vertical dots beside the clinic name on theFew readersHow to give additional discount in Packages
Packages usually have preset discounts but there may be occasions when you want to offer your Patients an additional discount on the Package. Example: Let us assume your Clinic is having a marketing promotion to increase your Package Sales. The promotion is called Summer 2018 and is available only for a couple of months in Summer. For Packages above Rs. 10000, Patients can avail an additional 20% discount. Now, your Packages already have preset discounts and the promotion is temporary. ThereFew readersHow to manually mark a Package Item as Complete in Patient
To manually mark a package as completed from EMR: 1. Go to Patient select and click on Patient, the EMR window will open. 2. In the new window click on the + button beside Today’s Services. 3. Go to Ongoing Packages and click on thFew readersHow to assign a New Package to the Patient from Financials
In order to assign a New Package to a Patient from Financials: 1. Go to Financials New Package select and click on a Patient, a New Package window will open. 2. Go to New Package Add Bill Items, select a package by clicking on the +button beside the package of choice Save. (https://storage.crisp.chat/users/helpdesk/website/af70afFew readersHow to Delete a Package
To Delete a package, Go to Tools Package select the Package and click on the three vertical dots and Delete. Note: Once a package is deleted it cannot be undone.Few readersHow to differentiate Package Appointments from the others
It may be helpful for the front desk to determine on the Calendar, which appointments are for patients with services on packages and which are for patients who are coming for a standalone service in order to save time. Let us see how to do it. 1. Let us suppose, there is a service called LHR Full Legs. This service is also included in a package called Full Body LHR. Now assign a color to the service LHR Full Legs. This can be done in the following way- Go to Tools Services SelFew readersHow to handle scheduling of Appointments for a Package
A Package may consist of multiple service items. When the package is bought by a Patient, each session of the service item needs to be scheduled. Scheduling a service item will involve taking into account the Staff who will handle the Patient, the preferred days of the week the patient would like to come in, the frequency as well as the recurrence schedule of repeat appointments. For example, Let us assume, you assign a Package called “Full Body LHR 1” to a Patient. The Package consists of SerFew readersHow to raise an invoice for each item in the Package as it gets completed
A Patient may have subscribed to a long-running Package at your Clinic, by paying in advance. Thereafter, each time the Patient comes to the Clinic, a Bill is drawn for the services rendered, and the advance balance is accordingly reduced. This article will show you how to bill each visit/sitting/session in a Package. 1. Go to Financials New Bill Select Patient. (https://storage.crisp.chat/users/helpdesk/website/1d065705aa19bf00/3cd49dcd-3c95-4f7e-afca-63fcb110kf2h8.pngFew readersHow to manually mark a Package Item as Complete in Calendar
To manually mark a package item as complete in the Calendar screen the following steps must be completed. 1. Go to Calendar, scheduled appointments will appear on the screen, click on the appointment to open the appointment details page. Click on Select Services. 2. In the Bill Items Page under Pending, click on the three vertical dots and Mark as CoFew readersHow to create a Custom Package
A Custom Package should be created when a Patient wants to buy a combination of service and inventory items, that are not available as part of a standard package. Alternatively, it can also be useful in entering previously ongoing packages, when you are migrating from pen and paper to a computer-based software like Clinicea (For more info click on How to digitize paper notes on Packages into Clinicea (https://help.clinicea.com/en/article/how-to-digitize-your-packages-from-paper-based-records-oFew readersHow to manually mark a Package Item as Complete in Financials
To manually mark a package item as complete in Financials: 1. Go to Financials New Bill Select the Patient, a New Bill window will open. 2. In the New Bill window, go to Add Bill Items Pending click on the three vertical dots on the extreme right and Mark as Completed beside the package item. (https://storage.crisp.chat/users/heFew readersHow to use the Payment Term in a Package
Clinicea gives you an option to setup a Payment Term (also commonly referred to as Instalments ) for a Package. This allows Patients to make easy payments in small lots as opposed to an upfront large payout. Let us see how to do this. 1. Go to Tools Package Search and open the selected package. The Package page will open up. 2. Scroll down to the bottom of the pagFew readersHow to Cancel a Package
The need to Cancel a Package may occur for various reasons but especially when a customer wants to upgrade, downgrade, change or just cancel a package. Clinicea offers a very simple solution to just do that. Let us see how this can be done. Note: Based on the workflow of your clinic, you may allow the cancellation or completion of an ongoing package being executed by certain staff members only. So this feature can be used only when there is a genuine error on the staffs’ part or to avoid cuFew readersHow to Create a Package
A Package is a combination of services and inventory items. It can be created by following these steps: a. Go to Tools Package click on +Add New, a new Package window will open. b. In the Package screen enter the following: 1. Package Name (a). Package Name: Type in the Package Name. Example: LHR Full Body 5 Sittings. (b). Code: For internFew readersHow to select the best revenue recognition policy for Packages
Clinicea has a the most comprehensive Revenue Recognition Policy for Packages. It ensures no matter which country your Clinic Chain is in, and no matter what your business policy, any complexity you have with managing Packages will be easily supported in Clinicea, out of the box. In this article we will share all of the 4 options you have in managing Packages and revenues from it. You can then select the Option that suits your Clinic best and share this information with your Clinicea AcFew readersHow does a Package insulates its price from external changes
Packages are made of Service and Inventory Items. Pricing for Packages is usually done after taking into account a lot of factors e.g. left digit pricing, volume-based discount, slow or fast moving items and so forth. So if the pricing of those services or inventory items changes, you would not want that to impact on the Package and change its price automatically. Clinicea handles this by auto increasing the discounts for each item in the package to make sure the Package Price remains constant.Few readersHow to Auto-Close a Package
Clinicea auto-closes a package, if every item in the package has been serviced and billed for. For example: If a package consists of a set of LHR Hand -12 sittings as the package item, once each packaged item is- a. Serviced/Completed and b. Billed Clinicea will auto-close the package. 1. Let’s look more closely. Here is a sample pending list of packages. 2. LFew readersHow to assign a New Package to the Patient from Appointments
To assign a new package to a patient directly from appointments: 1. Go to the Calendar and schedule an appointment by clicking on an available time slot. 2. Appointment Details window will open search and select a Patient or click on + to add a new patient. (https://storage.crisp.chat/users/helpdesk/website/cf2a96fa4d732000/d0ab4279-dfa2-42fd-8acFew readersHow to digitize your Packages from paper based records onto Clinicea
Let’s say you have been selling Packages to Patients and maintaining that on paper. You now need to enter all this information in Clinicea. Rather than entering the entire Package, just enter that part of the Package that is still pending. For example: A Patient is already on a Anagrow package which has 15 Anagrow Sittings + 2 x Anagrow H- 24 X15Ml + 1 Derma Roller. Patient has already completed several sittings and taken away several products too. Now only this is leftFew readers
Promotions
How to setup a Membership Plans for your Clinic
Clinicea helps you to set up a comprehensive Membership Program for your Clinic. It helps you define various levels of Membership, Enroll Patients in it, and encourage them to spend by giving them additional incentives based on the Membership Level they have been enrolled in. There is also the option for automatic upgrades. Let us assume that you want to set up a Membership Level Ex: Gold for your Clinic. To be a Gold Member, 3000 points need to be accumulated over 2 months. Let us have a loSome readersHow to set up a Points and Referral Program for your Clinic
Clinicea supports Clinic Marketing and Branding to a large extent. One of the ways this can be done by configuring a Points Program. A Points Program rewards the Patients with Points for each dollar he spends in the Clinic. It acts as a catalyst for the Patient to spend more of his intended spend against the services, products, and packages made available at the Clinic. This is very effective for utilizing a slow-moving product, High Margin Products/Services, etc. Another kind of PromotionFew readersHow to use OTP for Loyalty Points Redemption
Loyalty Points is one of the best ways to retain Patients as they receive points for every purchase that they make at the clinic. It acts as a catalyst for the Patient to spend more than his intended spend against the services, products, and packages made available at the Clinic. But there are times where Clinics are duped with unwarranted and fraud redemption of points. This usually happens at the Point of Sales where the cashier could manipulate the points for a Patient. Clinicea now solves tFew readersHow to set up Promotions and Discounts for your Clinic
Clinicea can help you to increase Patient footfall and build customer loyalty by using the features of the Promotions Module. Let us have a look at how to setup Promotions for your clinic: Example: Your clinic has recently started several wellness programs for patients who are above 60 years of age. So you want to offer this on discount for a period of 1 year for all Senior Citizens as part of the Promotion. 1. Go to Tools Promotions, a Promotions window will open. Click oFew readersHow to Assign Loyalty Points Manually to a Patient
A Loyalty Program allows Patients to earn points by spending a certain amount and lets them redeem the points in future purchases. Being able to assign Points manually to a patient gives you greater control over rewarding your patients. This is something that you may use when a Patient leaves a Good Review about the clinic or services offered on a social media platform, make-up for bad service, etc. Before you manually assign any points, you need to complete the below steps first.Few readersHow to redeem Loyalty Points at the time of Billing
We will go over how can Patients use loyalty points to pay bills. Open any due bill in Financials Search Bill. Click on Use Points. Put in the amount of points a client wants to use. Then click Use Points. (https://storage.crisp.chat/users/helpdesk/website/b4d85f601a7b9000/2dbbf749-709b-4be8-aa8b-9b710310jfnqx.pngFew readers
Inventory
How to add an Inventory Item
If you want to add items to your Inventory list this is how you can do it; 1. Go to Inventory- This opens the Inventory List Page Click on + New Inventory. 2. A new Inventory Details page will open. Put the relevant information as follows and Save. (https://storage.crisp.chat/users/helpdesk/website/f757b71a79ab7000/e17dae3b-bcb1-4b8e-9334-3e8dSome readersHow to transfer Stock between Clinics in a Clinic Chain
When running a clinic chain, you may need to transfer stock between clinics. You can do this in 2 ways: 1. A simple 1-click transfer, where the sender clinic’s stock is auto deducted on dispatch, and the receiving Clinic’s stock is increased instantly. OR; 2. Setup a 2 step process where the sender clinic’s stock is auto deducted on dispatch, however, the receiving Clinic’s stock is increased only after they verify and accept the stock sent to them. Example: “Bella Clinics ” is tSome readersHow to use a Barcode scanner for Products
Clinicea supports the use of a barcode scanner in multiple ways. Let us look at how to use it for inventory. Example: You have an in-house pharmacy and would like to use the barcode scanner while dispensing. PRE-REQUISITES: THESE STEPS NEED TO BE DONE ONLY ONCE: Go to Inventory– open up any inventory, Example: Aspirin. Inventory Details SKU (Stock Keeping Unit)- enter the machinSome readersHow to setup Inventory Alerts
You can setup Inventory Alerts to SMS and Email you. Goto Tools Organization Select an Organization Scroll down to bottom right and select Communication preferences. Whenever the stock QOH falls below the Re-Order Level Well before a stock expires.Some readersHow to do a Stock-Take
Stock-taking or “inventory checking” is the physical verification of the quantities and condition of items held in an inventory or warehouse. It is a manual process where the physical quantity of an item, currently on the shelf, is counted and that value is updated in the software in order to tally the physical stock quantity with the QOH in the software. Let us now see how this process works in Clinicea. 1. To add a new stock-take, follow the steps below. Go to Inventory Stock-Take |Few readersHow to setup Inventory Authorisation
When you receive a stock from a vendor or from a different branch that is part of your clinic chain, you may want to set up a 2 level check, where the Clinic’s stock is increased only after someone physically verifies the stock being received. This is useful to ensure if there is damage to stock in transit, or if a partial delivery is taken, then there is a check and balance at the Clinic so that stock numbers are not inflated. STEP I: Switch on the preference that requires incoming inventoFew readersHow to configure Batching for an Inventory
Pharmaceutical Products need to maintain their batch number and associated expiry dates for dispensing through the Pharmacy. For such products you can enable batching as follows: 1. Go to Inventory Search or Select an Inventory Item and click to open. 2. Go to Inventory Details Switch ON Maintain Incoming Stock By Batch No Configure batching by selecting the type of batching from the drop-down menu of Dispense outgoing stock by Save. Based on the dispensiFew readersHow to compute Commission for Sale of Inventory
Commission for Staff can now be computed for Sale of Inventory Items. Only Bills which have been paid in full is used to calculate commissions. Part paid bills will not pay out any commissions until such time that the bill has been fully paid. If a Bill is paid in full, the commission has been given to the Staff and then the Bill gets canceled – the commission will be reversed. If the Bill gets deleted, the commission will be deleted. Let us see how Commissions work: A. Setup CommissionsFew readersHow to setup an Inventory that is bought in packs but dispensed in smaller units
To set up an Inventory that is bought in packs but dispensed in smaller units: 1. Go to Inventory select and click on Inventory Item from the Inventory List. 2. Inventory Details will open, scroll down to the bottom of the page and goto Last Pack details type in Unit Name to dispense in Quantities of 1 Save (https://storage.crisp.chatFew readersHow to set the Tax rate in Inventory
1. Go to Inventory Search for Inventory Item from the Inventory List and click to open inventory details. 2. Set tax rate from the Taxes drop-down menu. 3. To add new tax rate, type in Taxes manually and click enter to add.Few readersHow to View the History of Changes in an Inventory Item
Clinicea will allow you to see the complete list of changes that anyone has made to the Inventory Details. Let us take an example where an inventory item is already saved by the name Crocin 500. The Quantity on Hand value is currently set to 250. We will increase this and then see how you can view the History of the changes made. 1. Go to Inventory Search anFew readersHow to add Generics to an Inventory Item
Clinicea gives you the option to add single or multiple generics to an Inventory item. Then while prescribing, you can search for the Inventory item i.e. drug by its generic name. There are two options to add generics to a drug, from Tools and the Patient Chart. Let us have both options. Option 1: From Inventory 1. Go to Inventory select and Inventory item and click to open, Example: Crocin. 2. Inventory Details scroll down to Generics Click to select thFew readersCan Quantity on Hand (QOH) be negative
Yes, Quantity On Hand can be negative. It does happen sometimes that the Clinicea may show the quantity of an inventory item as 0, however, you may still find some of that inventory item on your shelves in the Pharmacy. This is typically the case when an error has been made by your Stock Manager in updating inventory when the stock came in from the distributor. In such a situation, to stop you from Billing that stock on your shelf would be a loss of revenue. At Clinicea, we have ensured such cFew readersWhat should be the Reorder level and how does it help
As an inventory item is dispensed or used, its quantity keeps falling. Reorder level is that threshold in a quantity which if touched requires the Clinic to order new stock for that Inventory item. Reorder level helps in avoiding running out of stock of a fast moving inventory item. To set Reorder Level: 1. Go to Inventory select and click on Inventory Item from the Inventory List. (https://storage.crisp.chat/users/helpdesk/website/e969f4767c337800/b96e11cb-4f52-46b6-8df9-d91Few readersHow to Increase/Reduce Stock
The stock is auto reduced as your Bill inventory items. However sometimes, you may want to manually reduce stock due to expiry, damage, etc. Such kind of manual adjustments can be done if you have the necessary permissions. a. Go to Inventory b. Select Inventory Item click on -Reduce Stock Reduce Stock Quantity by typing in manually Save. If Batching is enabled for the Inventory, then you need to provide Batch details too. You can back date the stock reductionFew readersHow to manage Batches for Inventory
If you maintain Batches for Inventory, here is how you can manage them on Clinicea. You can add a Batch, Edit it or Delete it. Let us have a look at how: How to add a Batch for an Inventory item: Example: Saridon. 1. Go to Inventory, click on Saridon to open. 2. Inventory Details Scroll down to Unit Quantity on Hand and click on the number highlFew readersHow to set the Selling Price of an Inventory Item where batching is not enabled
These steps are for an Inventory Item where you have not enabled Batching. a. Go to Inventory and Search for Inventory Item from the Inventory List and click to open inventory details. 2. Select the appropriate Tax Rate and then put in the Unit buying price before tax. The Buying price after tax is automatically calculated. Similarly, enter the Selling PriceFew readersHow to increase Stock of an Inventory Item where batching is not required
Part A: Increase Stock of an Inventory Item where batching is not required. This is applicable only for those inventory items, where batching is not required. 1. Go to Inventory Inventory List. 2. Select an Inventory Item from the Inventory List, ex:Saridon now click on the green + button beside the Inventory Item. An Increase Stock window will open add stock by typing in Increase Unit Quantity by, ex: type in the value 10 Save. ThFew readersHow to generate a Purchase Order
You can generate a purchase order from your clinic to reorder any inventory items. This can be done as follows: 1. Go to Inventory Stock Order +Order Stock. 2. A New Order window will open with a Vendor flyout on the right side of the screen. On the left extreme left of the screen, the Details will appear. Your clinic name will be shown under theFew readersHow to set Categories for an Inventory
An Inventory Item can have multiple categories. One use of categories is to put various medical conditions for which you may prescribe this item. Against each category, you can also set multiple protocols. 1. Go to Inventory search and click on Inventory Item from the Inventory List. 2. Inventory Details will open either select a Category from the drop-down meFew readersHow to update Inventory across Multiple Clinics
When you need to update Inventory pricing across multiple clinics, the process is a little different. Let us see how to do this. 1. Click on Inventory and click on the relevant inventory from the Inventory List. 2. It opens the Inventory Details page Click on Applies To… (https://storage.crisp.chat/users/helpdesk/website/235d359910f06400/760dd34c-3147Few readersHow to create an Immunization Item
In case you have the provision of Immunization in your clinic, you can do so by creating the immunization items. Let us now see how you can create one. 1. Go to Inventory +New Inventory. 2. An Inventory Details window will open fill in all fields select Immunization as the category from the drop-down menu under Select or Type to add a Category cliFew readersHow to generate a Debit Note manually
You may want to return a stock back to the Vendor as it has expired or is damaged. This can be done by manually generating a Debit Note. Example: “Jai Associates” is transferring 10 packs of Amlodipine to the clinic. 1. Go to Inventory +Add Stock Voucher 2. Go to Details Set Supplied by Clinic Ex: Family Clinic Mumbai and Received by Vendor Example: “Jai Associates” 3. Provide a Reference No: – You can put the number associated with any mFew readersHow to add multiple inventory items in one go where batching is not required
a. Go to Inventory + Add Incoming Stock. b. Add Voucher Item c. Go to Search Voucher Item Click on + to add multiple inventory items add stock by manually entering No. of Packs Save (https://storage.crisp.chatFew readers
Gift Cards
How to Redeem a Gift Card and also check its Balance
A Gift Card can be redeemed against any service, package or product purchased in the Clinic. Let us see how the gift card can be used to do this. Let us use a Gift Card worth $500 to purchase a service. 1. Go to Financials New Bill. Select the patient. Now add the service which the patient wants to pay for using a Gift Card issued by your Clinic. 2. Next, enter the aFew readersHow to Sell a Gift Card
Now that you have created a Gift Card for your Clinic, let us see how you can sell this to your customers. 1. Go to Financials Under New, Click on Gift Card. Next, select the customer who wants to purchase a Gift Card. 2. Click On Add Items, this opens the section on the right with the list of Gift Cards. Add the desired Gift Card by clicking on the “+”Few readersHow to Create a Gift Card
Clinicea can help you to increase revenue, build customer loyalty and brand name by using the features of the Gift Card Module. Let us see how to create a Gift Card for your clinic. 1. Go to Tools Promotions. A Promotions window will open. Click on Gift Cards. 2. Gift Card window will now open. Click on to create a New Gift Card. (https://storage.crisp.Few readers
Insurance
How to assign a Patient’s billing to an Insurance
A Patient may have subscribed to an Insurance policy that he wants to use for settling bills at the Clinic. Alternatively, some companies provide preferential pricing for their employees by tying up with Medical Clinics. All of this can be easily set up in Clinicea. 1. Go to Patient Details of the Patient who has subscribed to an Insurance Policy and the click on Corporate and Membership Details tab. (https://storage.crisp.chat/users/helpdesk/website/815dfebebec67000/65f9c54a-Few readersHow to create a Claim Bill
You can now claim for consultations done with an External Doctor. This will assist you in running micro-TPA services. In order to do so there are few pre-requisites that need to be met. They are listed below- Pre-requisite: i. For the Organisation generating claims should Switch On the preference Allow billing to External Practitioners. To do this, you simply need to go to Tools Organisation |Select the Organisation Scroll down to Preference: Financial |Under InteFew readersHow to set up Financial Policies for Corporate and Insurance Companies
Insurance Companies (including Corporate Financial Policies) can be easily set up in Clinicea. In such cases, payments are made by the Insurance Company, while there could be some contribution from the Patient also (also called CoPay). An Insurance Company may have a variety of Insurance Policies. Insurance Policies can cover the entire medical costs, part costs or treatment specific costs. Such Policies may also have annual, daily, or bill specific threshold limits, depending on the Patients suFew readersHow to add a Service to an existing Policy
Let us say you have added a new service to the Clinic. You now want to add this service to an existing Insurance Policy. Let us see how to do so: 1. Goto Tools AddressBook Search for the Corporate in whose Policy you want to add the service. 2. Click on the Corporate to open it. 3. Click on the existing Insurance Policy. 4. Select the Services TFew readersHow to clear multiple pending Insurance Bills
When the billing of a Patient is assigned to an Insurance, payments are taken based on the rules of the Insurance Policy. Some policies require the Patient to contribute or co-pay a part of the bill, while the Insurance pays the balance. While Patient dues are usually paid out immediately by the Patient when the Bill is generated, Insurance payments typically come in much later. The reason being:- (i) Insurance Dues and outstanding bills must first be sent to the Insurance Company. Many PaFew readersHow to create a Bill for an Insurance
To create a Bill against an Insurance Company, the Billing Preference of the Patient must be set to “Corporate“. When you create a Bill for such a Patient, Clinicea automatically selects the first active Insurance Policy it finds in the Patient’s record (by active, it means a policy that has not expired). If the Patient has multiple policies, you can select the Policy the Patient prefers to use for billing today. From thereon, all rules and limits as covered by the selected Insurance PolicyFew readers
How to settle pending Bills
Settlement of pending bills can be done with ease. You have the option to select which bills to pay, or let Clinicea list out the dues by date. Ex: Roger Moore has 3 bills that are the pending totaling Rs. 1000. 1st Bill: 6th June 2017 for Rs. 400. 2nd Bill: 8th December 2017 for Rs. 50. 3rd Bill: 10th February 2018 for Rs. 550. 1. Paying the Bills in the default order Go to Financials New Payment Select Patient Name Enter Payment Amount and Mode SSome readersHow to set up Family Billing for a patient
Let's say you have a family of 3 i.e. mother, daughter and son. You want all consultations of children to be charged to their family head ie. the mother. We will go over on how to set it up. 1. We need to first ensure that all members are grouped as part of the same family. To do this, open each patient i.e. mother, daughter, son and repeat this. Goto demographics Select Family Click Change Family Search and select the Family Head, in this case, the mother. (htSome readersHow to setup Discount Authorisation
In Clinicea you can set a threshold value which limits the discount a Staff Member can give on a bill item. Any discount above the threshold value will be auto-sent for Approval. Approvals can be given by the person who has been given the authority to decide on such matters. Let us see how to activate Discount Authorisation. STEP I: Switch on the preference that requires Authorisation to come into effect for discounted above a certain threshold. Go to Tools Organization.Some readersHow to handle Consumables when completing a Service
In the course of giving a service to a Patient, you may need to use some Inventory to complete the service. Such usage of Inventory items is also referred to as Consumables. You can setup Clinicea such that it auto deducts inventory item used, whenever a service is given to a Patient. For Example: Let us assume you are an Aesthetic Clinic and provides a Service called “Acne Treatment”. When this service is given to the patient, small amounts of AVEDERM Acne Treatment cream and AVEDERM SootSome readersHow to create a Bill from Financials
A Bill can be created directly from Financials in Clinicea. This option is particularly useful if your Clinic has a separate counter for Billing or if you have an accounts department that has access to Financials only. To create a Bill from Financials: 1. Go to New Bill Search or Select Patient and click to open. 2. A New Bill window will open +Add Bill Items click on Inventory to Bill a product or click on Services to Bill a service Click the +Button bFew readersHow to set up and use Authorised Payments
Sometimes when a Patient makes a payment it cannot be immediately credited by the Clinic. For example, when a patient pays by Cheque, you may want to first get the cheque to clear before crediting that payment to the Patient’s account. Till such time the cheque clears you would want the bill to remain outstanding (and perhaps service to the patient to not start). If you need this kind of a workflow to be set up in Clinicea for any of the payment modes ex: cheque, net pay, etc, it can be easily dFew readersHow to Search for a Bill, Package and Payment
You can search for Bills, Packages, and Payments on the Patient Name, Invoice/Receipt number or by date. You can filter your search by giving a date range. Let us have a look at how to use the Search function in Financials: 1. To Search for a Bill: Go to Financials Search Bill Select a Date Range, if required Select an Organization name from the drop-down list Type in the name of the Billed Patient or Invoice No. and Search. The Bill will appear inFew readersHow to use bill using a Barcode Scanner
You can bill Products hands-free using a Barcode Scanner in Clinicea. Let me show you how: https://youtu.be/mWAtQHz0mUs Step by Step Instructions Setup the SKU’s against the Products Now let’s start billing. Goto Financials New Bill Select a Patient Now just use a Barcode Scanner to scan through the Products the Patient needs. Each time you do ClinFew readersWhat to do if I make a mistake with a Bill
Billing is an extremely important function within a clinic and it must be handled with utmost care. However, mistakes are inevitable and they may occur for various reasons. So, what happens if you make a mistake with a bill on Clinicea? To answer this question, let us have a look at some examples of the mistakes that may occur while processing a Bill and how it can be rectified. Example 1: Problem: You have created a Bill but have entered incorrect items on the Bill. SolutFew readersHow to give away a service or inventory Free of Cost (FOC) to the Patient.
You need to first create a promotion as follows: Tools Promotion New Promotion: named FOC with discount set to 100%. Then do as follows. 1. Go to Financials New Bill Select Patient. A New Bill window will open. 2. Select +Add Items to add services or products. 3. Click on the + button beside Discount and a Promotions flyout wFew readersHow to Cancel a Payment
If you have made a mistake in taking down the Paid Amount or the Payment Mode, you can Cancel the Payment and make a new entry. Note: Canceling a payment does not cancel the associated bill. So there is no need to create a new bill, as the old bill will continue to be there. 1. Go to Financials Search Payment Select Patient, a new Edit Payment window will open. (https://storage.crisp.chat/users/helpdesk/website/82fd43a1fdc95000/f901c362-8174-4a4b-8a54-17db9c1fb01sdFew readersHow to take an Advance Payment from a Patient
A Patient may choose to pay an Advance to the Clinic against a service before actually using the service. Similarly, an Advance Payment can be taken against a Product that may be out of stock. Alternatively, a general Advance Payment can be taken from the Patient without specifying which Service or Product this advance is for. There are 3 ways by which an Advance Payment can be taken. Method 1: A general Advance that is taken without specifying a Service or Product. If a patient comes rFew readersHow to Write-Off a Bill
Only a Bill that is Due can be Written-Off. For Example, A Patient was billed for an Acne Treatment- Rs. 1500 and 2 products, AVEDERM Soothing Facing Cleanser- Rs. 50 and Averderm Cream- Rs. 35. The total bill amount is Rs. 1585 but the Patient is short on money and that is given as a credit to the Patient. 6 months pass and the Patient does not come back and the bill remains due. Finally, you accept the outstanding Rs.1585 will never get paid and decide to write-off the due. Please noteFew readersHow to process Debit/Credit Card payments via your PDQ terminal
You can use payment gateways such as Stripe to process credit cards and debit cards in Clinicea. The process is very simple. 1. Goto Tools Organization Select an Organization Payment Gateway Select your Gateway and enter gateway login credentials. 2. When making a new Bill, under Payment Mode, select Credit Card or Debit Card and click Save. At thatFew readersHow to view Client History when creating a New Bill
Let us see how we can view a Patient’s Summary directly from the New Bill page in just a click. 1. Under Financials, Go to New Bill Search or select a Patient. 2. Next Clink on See More on the left beside the Patient Name. This opens the Patient Summary on the right. Patient Summary provides you with a bird’s eye view of the patient’s history with the clinic. Also, any important notes that you may have added to the patient demographics page is also visible.Few readersHow to use Closing
A Clinic may want to tally up the total payments they have received in a day against the money they physically have in the cash box at the Clinic. This process is usually done at the end of every day and is called Closing. Receipts at your clinic will be from Patient Payments or Income Vouchers. Outflow from your clinic is on account of Expense Vouchers. Let us see how to tally all these up: 1. Go to Financials click on New Closing. 2. Click on Open TransactioFew readersHow to accept a New Payment
When a Bill is generated for a Patient, the Payment is usually taken simultaneously. However, in some cases, the Patient may not pay the entire Bill amount. In such cases, you may use the New Payment function. For example, A Bill for $436 is generated but the Patient is short on money, so she requests to pay half the Bill amount and the pay the rest upon her next visit. The Patient’s due towards the Clinic is now $218. The Patient returns to the Clinic and now wants to pay her due amount. YouFew readersHow to Edit a Bill
1. Go to Financials Search Bill Select Bill, a new Edit Bill window will open. 2. You can now change the Transaction Date, Doctor, or add Comments if the Bill was created in the last 7 days. If the bill was created more than 7 days ago, only the Administrator can modify these fields. If you need to change items in a bill, that cannot be done here. You will have to cancel this bill and create a new one with the correct items. Note: If by chance you have enteredFew readersHow to enter an old Bill
1. Go to Financials New Bill Select Patient, a New Bill window will open. 2. Go to Transaction Date Calendar, change to the previous date Enter all details in the bill Save.Few readersHow to Cancel a Bill
You may need to Cancel a Bill if you want to add, delete or modify items in a bill, or quantity or price of those items. These are not editable after a bill is saved. So if a mistake has happened, simply Cancel the Bill and make a new one. However, please note, canceling a bill does not cancel the payment that came with it. So there is no need for you to take in a new payment, since the one you took earlier still exists. Even though the bill has been canceled. If however, you have made a mistakFew readersHow to exchange items in a Bill
Clinicea gives you the option to Exchange items in a Bill. You can exchange a single item or all items in the Bill. You can also return Items by using the Exchange Bill option. When you exchange or Return an item, a Credit Note equal to the value of the items being returned will get generated automatically. The Patient can use it to redeem any Service or Product offered by the Clinic. Once a bill is exchanged, it cannot be reversed, canceled or deleted. Let us have a look at how to use the ExcFew readersHow to issue a Refund
Refunds can be issued only to Patients who have an existing “Available Advance balance” at the Clinic. Available Advance Balance = Total Advance Payment – Total of Outstanding in Bills. For Example, let us consider a patient Mr. Doraemon. He has an advance of Rs. 10000 in his account. He also has a due amount of Rs. 3000 to be paid for a bill. Now, He wants a refund. In this case, Mr. Doraemon will be allowed a refund of maximum Rs. (10000-3000)= Rs. 7000.Few readersHow to compute Commission for Service Items
Commission for Staff can now be computed for Sale of Service Item, Sale of Packaged Service and for Servicing of a Service or Package item. Only Bills which have been paid in full is used to calculate commissions. Part paid bills will not pay out any commissions until such time that the bill has been fully paid. If a Bill is paid in full, the commission has been given to the Staff and then the Bill gets canceled – the commission will be reversed. If the Bill gets deleted, the commission will beFew readersHow does Authorisation work when giving discount in a Bill
n Clinicea you can set a threshold value which limits the discount a Staff can give on a bill item. Any discount above the threshold value will have to go through an Authorisation process for approval. So first, Discount Authorisation has to be set up as explained here – How to setup Discount Authorisation Once this is set, we will now see how it will work. Example: In a Clinic, the threshoFew readersHow to Apply Promotions to a Bill
Promotions are another name for Discounts. Promotion can be of 2 types, item level discounts, or bill level discounts. Promotions can be run for a limited period by specifying the start and end date. They can also be run on slow-moving services or can be used as an instrument to jump start sale of products and package items. More details on how to setup promotions can be read here. For ExamFew readersHow to Add and Edit Services
In order to add a Service for your clinic start by going to Tools Services +Add new. 1. Service Name 1(a). Service Name: This is the name of the service the clinic provides. This is a mandatory field. Example: Blood Urea Nitrogen(BUN). 1(b). Available for Online Appointment Booking: You can toggle this switch to “YES” if you want the Service created to be available for Online Appointment BooFew readersHow to update Services across multiple clinics
We can now update Services across Multiple Clinics or Clinic Chains in a matter of a few clicks: 1. Click on Tools Services Select a Service. The Service Item page will open. Click on the Applies To Clinics… button at the bottom of the page. 2. Now search for the name of the desired clinic and then click on the three vertical dots on the right. Click onFew readersHow to Edit Bill Total
In day to day clinical operations, you might come across situations where you need to change the bill total in order to generate a bill for lower value. At the same time, you also need the taxes applicable to be calculated on a pro-rata basis for the amount you have chosen. This can be done very simply in Clinicea, provided you have the Financial Permission of “Edit Discount”. 1. Go to Financials New Bill Add Bill Items and select the Services/Inventory you want to add tFew readersHow to setup GST
GST as a Tax is mandatory in India. Here is what you need to do to setup GST in your Clinicea account. 1. Login in as the Administrator and then go to Tools Taxes and create a new tax called GST and set the GST Tax% you plan to use. Ex: Tax Name: GST18 Tax%:18% You can also create a more complex tax structure ex: GST of 18% where CGST is 9% and SGST is 9%. Here is a sample screenshot of that for reference. (https://storage.crisp.chat/users/hFew readersHow to view Transaction History
The Transaction History of Patient shows the current Advance/Due balance of the Patient with the Clinic. It also lists out every Financial transaction of the Patient to date. You will also be able to see the calculation that will indicate the current net position of the patient. This will help you to know the amount that the patient owes or has in advance. Ex: Total Dues $7000= Total Bill Dues $10000- Total Unused payments $3000 Total Bill Dues shows the total amount outstanding acrossFew readersHow to set up Preferences in Financials
Apart from having one of the most powerful EMR Modules, Clinicea also consists of a strong Billing System. While most software either Focus on EMR or Financials, Clinicea goes a step ahead combining both EMR and the Financials of your Clinic. FINANCIAL PREFERENCES Financial Year: you can set the start and finish of your Financial Year by selecting from the options in the drop-down list. Example:Few readersHow to process a Payment where Patient pays using multiple payment modes
Sometimes a Patient may split the payment of a bill across multiple modes e.g partly by cash and the rest by a debit card. It can be any such combination of 2 or more different payment modes. This article shows you how to handle such a situation. Let’s do this with an example. Suppose the Patient has a bill of 21,000. He decides to pay 10,000 in Cash and balance by using his debit card. a. Go to Financials New Bill Select Patient Create a bill for 21,000 (https://storFew readersHow to Bill a Product Package
a. Go to Financials New Advance Select Patient, b. Go to +Add Bill Items Inventory + individual products to bill c. Set Quantity for Each Item and click Save. Note: Saving this Product package will not reduce Stock.Few readersHow to add Tax Rates
Some of the Inventory Items and Service Items in your Clinic, when being billed, may require Taxes to be applied. In order to apply the taxes, you first need to define the Tax Rates. For Example, You want to add a new Tax, named VAT and apply the Tax rate to a Service Item in your clinic. Let us have a look at how to create a new Tax: 1. Go to Tools and click on Taxes. A new page open Taxes. Now click on +Add New. (https://storage.crisp.chat/users/helpdesk/website/26Few readersHow do you add a GSTIN for a Patient?
Clinicea now has the ability to add a GSTIN for a Patient as well. This is useful in cases where your patients are part of any organization which pays for some of the services availed by the Patient, and the Organization would like to file Tax Returns on such expenses. Let us see how this can be set up in Clinicea. There are some prerequisites that need to be completed before we can do this. Let us see this below. 1. First, the clinic’s GSTIN needs to be setup. For this go to Tools |Few readersHow to integrate Clinicea with Tally
While running a chain of clinics, in order to meet your accounting requirements you might need to integrate with accounting softwares such as Tally. We help you in doing so as outlined below: 1. Transaction data i.e. day to day to bills in each clinic is logged in Clinicea as it currently happens. You need not maintain transactional detail in both Tally and Clinicea. Clinicea will be the source of truth in technical parlance, and Tally the aggregator. 2. Aggregate data from Clinicea isFew readersHow to Bill a TST Package
a. Go to Financials New Package Select Patient, b. +Add Bill Items Search for Tricho Scalp Treatment and select the number of sittings you need Click the + Button Save.Few readersHow to Delete a Bill
In order to Delete a Bill, we must keep in mind that: Deleting a Bill from Clinicea deletes all records of the bill, therefore it must be done carefully and only if it is essential. Fully or partially paid bills can be deleted. Bills that have been Cancelled, Written-off or Exchanged cannot be deleted because the original Bill has already been amended with one of the above functions. When you create a bill for a product from the inventory list, the product will automatically get deduFew readersHow to record miscellaneous Income and Expenses
There can be various kinds of daily expenses while running a clinic. For Example, Stationary, electricity, traveling, hardware etc. Similarly, there can be income from various sources like referrals, commissions etc. All these miscellaneous incomes and expenses can be recorded easily so that you can keep a track. Example: You want to record an official travel payment that you have paid for a member of staff. 1. Go to Financials Click on New Expense. (https://stoFew readersHow to Edit a Payment
1. Go to Financials Search Payment Select Payment, a new Edit Payment window will open. 2. You can now change the Transaction Date or add Internal Comments if the Payment was created in the last 7 days. If the bill was created more than 7 days ago, only the Administrator can modify these fields. If you need to change the Paid Amount, that cannot be done here. You will have to Cancel this Payment and create a new one with the correct Paid Amount.Few readersHow to bill an Anagrow Package
a. Go to Financials New Package Select Patient b. +Add Bill Items +Anagrow Package Save.Few readers