Payment Plans and Installments

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Payment Plans and Installments

Managing payments over time can be challenging, especially when patients prefer to pay in parts or across multiple visits. The Payment Plans and Installments features in Medicasimple help you organize, schedule, and track these partial payments with full transparency for both your team and your patients.

It gives clinics flexibility to offer installment options, ensures accurate tracking of every payment, and keeps financial records clear and up to date.

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What You Can Do

• Create structured payment plans directly within a patient’s financial record.

• Split the total treatment cost into custom installments with flexible dates.

• Mark payments as received once collected, ensuring accurate balance tracking.

• Monitor all upcoming and overdue payments from a single dashboard.

• Send automatic or manual reminders for upcoming installments.

• Maintain transparency with patients by keeping every payment stage clearly recorded.

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How It Works

1. Go to the Payments tab on a patient’s profile.

2. On the right side, open the Payment Plans section.

3. Click "Add Payment Plan".

4. Enter:

   • A plan name (e.g., “Implant Treatment Plan”),

   • The total amount,

   • The number of installments, and

   • The start date for the first payment.

5. If a deposit or upfront payment was already made, you can deduct it from the total before setting up installments.

6. Click "Add" to generate the plan.
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The system automatically lists all installments with their due dates and amounts, allowing your team to easily mark payments as completed.

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Recording Payments

When a patient pays an installment:

1. Click the installment row within the plan.

2. Choose the doctor, payment type (cash, card, online, etc.), and amount.

3. Save to mark it as Paid.

Each payment instantly updates the patient’s financial summary, treatment balance, and reports; ensuring you always have real-time visibility of pending or completed payments.

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Sending Installment Reminders

Medicasimple allows you to send manual reminders for one or multiple installments at once.

1. Select one or more installments from the plan list.

2. Click Send Reminders at the bottom of the screen.

3. Choose the preferred communication channels —> WhatsApp, Email, or SMS.

4. Confirm to send personalized reminder messages to the patient instantly.

This feature helps you reduce missed or delayed payments by ensuring patients are reminded before each due date.
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Editing or Removing Plans

• Click the Edit icon to update installment details (like amount or date).

• Use the Trash icon to delete the entire plan or a specific installment.

• All updates are reflected across patient and financial reports instantly.

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Tracking Installments Across All Patients

You can monitor all ongoing installment plans from:
Main Menu → Process & Follow-Ups → Payment Plans

Here you’ll find a real-time list of patients with active or overdue installments.
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• The list is sorted by payment due date (most recent first).

• Use date filters to view payments due within a specific period.

• Click on a patient’s name to see their upcoming or missed payments.

• Once payment is received, mark it as Paid directly from this screen.

You can also log communication notes; for example, if you discussed a payment reminder with the patient, to keep a transparent record of all interactions.

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Example Scenario

Each installment links back to a full payment record, ensuring accuracy for reporting, audits, and patient follow-ups.

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Notes & Best Practices

• Only staff with financial permissions can create or edit payment plans.

• The total of installments should always match the total treatment amount.

• You can combine payment plans with online payment links for patients who prefer digital transactions.

• Use SMS Automations to remind patients of upcoming installment dates.

• Every recorded payment syncs automatically with reports, helping your clinic reconcile daily and monthly income effortlessly.

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Summary

The Payment Plans and Installments feature helps your clinic offer flexible payment options without losing control of your finances. It ensures predictable cash flow, reduces missed payments, and enhances patient satisfaction; all while keeping your financial records perfectly organized.