When a patient pre-pays for an appointment online, it gets stored as a Voucher. This allows you to provide the patient a paid invoice with their actual appointment date to pass on to their health fund.
To prevent doubling-up of payments in the reports, the Business Setup -> Report Settings also needs updating, to change the Hide Vouchers in Sales Reports setting to "Yes".
Why is this important? When the pre-payment from the online booking is recorded against the patient file, it will be added into your sales report as your earnings for the day. When the patient comes in and the invoice is created and you apply the Voucher, we don't want that same amount being added into your sales report because you have only received that payment ONCE.
As mentioned, when a patient pays online, your Online Booking and SimpleClinic integrate with each other so that the amount that was pre-paid for is added to the patient file as a voucher.
If your patient continues to pre-pay online, this process will continue to occur and each time the patient returns to the clinic.
A new invoice must be created as per usual on the day of the actual appointment, showing the service for the client. You will then see on the invoice screen the "Client Vouchers" where the pre-paid amount is stored.
To use the voucher as part of the payment for today's consultation -> click on the blue + button in the Payments section:
Enter the payment date if needed, the consultation amount, and from the payment Method list, select "Credit Voucher" then OK to save, to record the payment against the service for the date of the actual appointment.
You will now need to hide this invoice from the current day to avoid a double up of income being recorded.
This will also flow through to Xero if you have this connected.
However, keep in mind these important points:
- If your patient wants to buy supplements -> you will need to create a separate invoice just for the products.
- If your patient needs a record of the consultation invoice to claim for private health -> you will need to save a PDF copy of the current day invoice and email it to them before hiding it.