Packages
How 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. . Package Name: Type in the Package Name. Example: LHR Full Body 5 Sittings. (b). Code: For internFew 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 bill a Package Item from Appointment
How to Bill an 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 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 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 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 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. UFew 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 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 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 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. - enter the machinSome 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 tFew 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 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 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  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 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 Sarido_n_ to open. 2. Inventory Details | Scroll down to Unit Quantity on Hand and click on the number highlFew 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 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 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 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 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.  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 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 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 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 readers
How 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 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 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. . 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 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 SootFew 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 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 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 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. = Rs. 7000.Few 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 to record miscellaneous Income and Expenses
There can be various kinds of daily expenses while running a clinic. For Example, S_tationary, 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 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 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 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 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 bill an Anagrow Package
a. Go to Financials | New Package | Select Patient b. +Add Bill Items | +Anagrow Package | Save.Few readersHow to Convert a Quotation in Clinicea
🔁How to Convert a Quotation in Clinicea In Clinicea, you can create a quotation or recommended plan for patients using: Individual services and retail products A custom package A pre-defined package Once a quotation is created, follow these steps to convert it into a bill or package. 🔍 Step-by-Step: Convert a Quotation Navigate to the quotation Go to Financials → Search → Quotations. ![](https://storage.crisp.chat/users/helpdesk/website/-/f/c/5/7/fc576fFew readers