In-person payment
Record payments made at the clinic, including cash or POS transactions, so patient balances stay accurate.
Updated
Overview
Not every patient pays online and that’s completely fine. With In-person Payment, you can easily record payments made directly at the clinic, whether they’re in cash or via a card terminal (POS).
Every payment you record is automatically linked to the patient’s treatment plan and financial records, so your reports always stay accurate. This way, your front desk, doctors, and finance team all see the same, up-to-date payment information; no manual reconciliation or missed entries.
Why It Matters
Centralized recordkeeping: All patient payments: cash, card, or online appear in one place.
Better transparency: The clinic always knows which treatments are fully paid and which are pending.
Smoother reporting: Daily cash totals and in-person transactions are automatically reflected in reports.
Faster workflow: No need to handle separate spreadsheets or handwritten notes for payments.
Types of In-person Payments
You can record:
Cash payments received at the front desk.
Card payments made through an in-clinic POS terminal.
Split payments, if a patient pays part in cash and part by card.
Each entry is instantly tied to the related invoice and treatment plan for a full financial overview.
How to Record an In-person Payment
Go to the patient’s Treatment Plan or Invoice page.
Click Add Payment.
Choose the payment type Cash or Card.
Enter:
Payment amount
Date of transaction
Responsible staff member
Optional note (e.g. “Paid at reception”)
Click Save.
The payment will immediately appear in the patient’s balance, treatment plan, and reports.
Where to View In-person Payments
You can access all recorded payments under:
Reports → Finance – view daily or monthly finance reports in detail by type (cash, card, online).
Patient Profile → Payments – view all payments and remaining balances for a specific patient.
Notes & Best Practices
Payments recorded here are for tracking, the actual card transaction is handled by your POS terminal.
Always make sure your clinic’s cash drawer and POS totals match your Medicasimple payment records at the end of the day.
For online transactions (payment links, QR, or web payments), see the Online Payment guide.
Only staff members with financial permissions can add or edit payments.
Summary
The In-person Payment module helps your clinic manage and track every transaction made inside the clinic, in cash or by card. It connects your financial and treatment data, provides accurate reporting, and ensures that both your staff and patients always see clear, updated payment information.