Billing, cashier and M-Pesa

1The bill builds itself

Consultations, tests, medicines, procedures and bed-days are added to the visit’s bill as they happen, priced from your price list.

1. 1

   Find the bill

   Go to “Billing & Cashier”, search the patient and open the invoice (or click “Open invoice” on the visit).

2. 2

   Check the charges

   Review the charges and totals. “Reprice” updates a draft bill if prices changed.

3. 3

   Issue the invoice

   Click “Issue invoice” when the bill is final.

4. 4

   Walk-in sales

   For over-the-counter sales use “New invoice”, choose the patient or enter the customer’s phone, add services and “Create invoice”.

2Take a payment

1. 1

   Receive payment

   Click “Receive payment” and choose the method: Cash, M-Pesa, Card, Bank or Insurance.

2. 2

   M-Pesa prompt (STK push)

   Enter the patient’s phone and click “Send STK push”. The patient types their M-Pesa PIN on their phone. The payment is recorded only when Safaricom confirms it.

3. 3

   M-Pesa already paid

   If the patient paid to your till or paybill, choose “M-Pesa (enter receipt)” and type the M-Pesa receipt code.

4. 4

   Print the receipt

   Click “Receipt” or “Print” to print on your letterhead.

3Discounts, corrections and refunds

1. 1

   Discount / waiver

   Click “Discount / waiver”, enter the amount and a reason. Reasons are required and audited.

2. 2

   Credit note

   To reduce an issued invoice use “Credit note” with the reason.

3. 3

   Refund

   Click “Refund”, choose the refund method (cash or “Pay out via M-Pesa”) and the reason.

4. 4

   Void

   A wrong invoice can be voided with a reason; it stays on record as void.

4End of day

1. 1

   Collections today

   The top of the page shows today’s collections and what is outstanding.

2. 2

   Payment reconciliation

   Unmatched M-Pesa payments are listed under “Payment Reconciliation”; use “Allocate here” to attach them to the right invoice.