How do I bill a patient?

How do I bill a patient?

Use Admin → Patient Billing to charge a patient for services and manage their invoices.

Who can do this: admins, clinic owners, clinicians for patients on their care team, and Front Desk staff who have the Access Billing switch on. Other Front Desk staff do not see the page.

Charge for services

1. Open Admin → Patient Billing.
2. Search by name and select the patient.
3. Under Bill Patient, search Search billable services… and add each service.
4. If your clinic pays each clinician directly, choose the clinician under This invoice pays.
5. Select the button at the bottom.

With a card on file the button reads Charge and the amount. If the card is declined, the patient gets a payment link by email. With no card on file it reads Create & send invoice, and the patient pays from their billing page.

The top of the page shows the card on file and the Outstanding balance.

Work with an invoice

Open an invoice's ... menu for these actions:

• Process payment charges the card on file after you confirm.
• Record external payment logs money collected elsewhere. See Record an outside payment.
• Correct reduces an over-billed service line.
• Cancel invoice voids it, or refunds card payments if it was paid. The dialog shows the amount before anything moves. An invoice with a payment recorded outside GRAICE cannot be cancelled.
• Refund appears on invoices paid by card.
• Archive hides a paid or cancelled invoice. Turn on Show archived invoices to find archived ones.

If something goes wrong

• If the card charge cannot be confirmed, you see a notice and no payment link is sent. Use Process payment on the invoice. It never charges the patient twice.
• No matching patients found. Check the spelling.