Checkout

The "Checkout" feature is the core module in the HelloClinic system for handling patient fee settlements. Here, medical staff can manage invoices, process prescription fees, charge for laboratory services, add extra charge items, and complete the entire checkout process. The system provides comprehensive financial management tools to ensure the clinic's billing process is accurate, transparent, and efficient.

Checkout Main Page Overview

When you enter the "Checkout" feature, you will see a complete fee management interface, containing multiple functional areas to handle different types of charge items.

Main Functional Areas

1. Invoices: Manage the status and amount of patient invoices.
2. Prescription: Handle fees related to drug prescriptions.
3. Laboratory Services: Manage charges for lab tests.
4. Charge Items: Add charges for additional services.
5. Transactions: View the complete transaction history.
6. Patient Information Panel: Display basic information of the current patient.

Invoice Management (Invoices)

Invoice List

The invoice list includes the following columns:

• Name: Patient's name
• Status: The current status of the invoice
• Amount: The total amount of the invoice
• Actions: Action buttons that can be executed

Invoice Status Management

The system supports multiple invoice statuses:

Pending

• The invoice has been created but payment is not yet complete.
• The invoice content can be modified.
• Displays a yellow tag.
• The checkout action can be performed.

Paid

• The invoice has been fully paid.
• The content cannot be modified.
• Displays a green tag.
• A receipt can be printed.

Cancelled

• The invoice has been cancelled.
• Displays a red tag.
• The record is kept for reference.

Invoice Actions

Invoice

• View the detailed content of the invoice.
• Print the official invoice.
• Modify invoice information (only for pending status).

Receipt

• Print a payment receipt.
• Provide to the patient as proof of payment.
• Includes a complete breakdown of charges.

Checkout

• Execute the checkout process.
• Process the payment.
• Update the invoice status.
• Opens the charge details dialog for detailed collection operations.

Prescription Charges (Prescription)

Prescription Fee Management

The prescription area displays charges related to medications:

• Chinese Label / English Label: Supports switching between Chinese and English labels.
• Prescription Details Table: Shows all drug items.

Prescription Details Table

The table includes the following columns:

• Drug Name: The full name of the drug.
• Batch No: The batch number of the drug.
• Dosage: The dosage per administration.
• Frequency: The frequency of administration.
• Day: The number of treatment days.
• Quantity: The total quantity of the drug.
• Price Total: The total fee for that drug.

Prescription Status Display

When there are no prescription items, the system will display:

• "No drugs added": A prompt indicating no drugs have been added yet.
• Guides the doctor to the consultation function to issue a prescription.

Prescription Fee Calculation

The system automatically calculates prescription fees:

• Individual item fee: Quantity × Unit Price
• Total prescription fee: The sum of all drug fees.
• Real-time update: Automatically recalculates when the quantity is modified.

Laboratory Services

Laboratory Fee Management

The laboratory services area manages fees related to testing items:

Laboratory Services Table

The table includes the following columns:

• Name: The name of the test item.
• Supplier: The laboratory providing the test service.
• Report: The status of the test report.
• Price: The fee for the test.

Characteristics of Laboratory Fees

• Prepayment: Some tests require prepayment.
• Post-payment: Some tests can be paid for after the report is completed.
• Supplier settlement: The system automatically handles settlements with external laboratories.

Charge Items

Additional Charge Management

The charge items area allows for adding fees for additional services:

Adding Charge Items

Click the "Add" button to add a new charge item:

Charge Item Table Columns

• Name: The name of the service or item.
• Quantity: The quantity of the service.
• Original Price: The original price of the item.
• Sales Price: The actual charged price.

Common Charge Items

Consultation Fees

• Consultation Fee: Basic consultation fee.
• Specialist Consultation Fee: Fee for a specialist consultation.
• Emergency Fee: Fee for emergency services.

Medical Services

• Injection Fee: Fee for injection services.
• Dressing Change Fee: Fee for wound dressing changes.
• Physiotherapy Fee: Fee for rehabilitation therapy.

Medical Supplies

• Medical Consumables: Disposable medical supplies.
• Medical Equipment: Fee for using special medical equipment.
• Bandaging Materials: Fees for materials like bandages, gauze, etc.

Charge Items Status

When there are no charge items, the system displays:

• "No charge items added": A prompt indicating no charge items have been added.
• New charge items can be added at any time.

Transactions

Transaction Overview

The transaction area displays complete financial information:

• Total: e.g., "$200"
• Paid: e.g., "$0"
• Unpaid Amount: Total minus Paid amount.

Transaction History

The system records all transaction activities:

• Payment Records: Detailed information for each payment.
• Refund Records: Records of refund transactions.
• Adjustment Records: Records of fee adjustments.

Supported Payment Methods

Cash Payment

• Cash Collection: Direct cash payment.
• Change Calculation: Automatically calculates the change amount.
• Cash Record: Records the cash transaction.

Credit Card Payment

• Card Payment: Supports various credit cards.
• Installment Payment: Supports installment payment options.
• Electronic Signature: Digital signature confirmation.

Electronic Payment

• Mobile Payment: Supports various mobile payment methods.
• Bank Transfer: Direct bank transfer.
• E-wallet: Digital wallet payment.

Patient Information Panel

Patient Basic Information

The right-side panel displays detailed information of the current patient:

Personal Data

• Name
• Gender
• Birth (Date of Birth)
• ID Number
• Phone
• Address
• Insurance
• Note

Patient Labels

The system supports a patient labeling function:

• Patient Label: Add special labels to patients.
• Category Management: Classify patients based on labels.
• Quick Identification: Helps medical staff to quickly identify patients.

Checkout Process Operation

Checkout Charge Details Function

When you click the "Checkout" button, the system will open a charge details dialog, allowing you to record detailed payment information.

Charge Details Dialog Components

Basic Information

• Amount: Displays the amount for this payment.
• Account: Select the receiving account.
• Note: Add notes for the payment.

Payment Completed Switch

• Off State: Allows for continued modification and subsequent payments.
• On State: The current consultation is finished, and no further modifications can be made.

Payment Rules and Restrictions

Handling for Amount = 0

• No need to select an account: When the payment amount is $0, the system does not require selecting a receiving account.
• No transaction record generated: A zero-amount payment will not generate an actual transaction record in the system.
• Only records the operation: The system only records the operation history, without affecting financial reports.

Handling for Amount > 0

• Must select an account: When the payment amount is > $0, the system requires the selection of a receiving account.
• Account validation: The system will verify the validity and permissions of the selected account.
• Automatic accounting entry: An corresponding accounting entry is automatically generated upon completion of the payment.

Payment Completed Status Control

Off State (Incomplete)

• Allows repeated payments: Allows multiple payment operations for the same patient.
• Content can be modified: Charge items, amounts, etc., can be modified.
• Maintains flexibility: Suitable for installment or partial payment situations.
• Status indicator: The invoice status remains "Pending".

On State (Completed)

• Consultation ends: Marks the official end of the current consultation process.
• Locks modifications: No further modifications to any charge items or amounts are possible.
• Prohibits further payments: No additional payments are allowed for this consultation.
• Status update: The invoice status is automatically updated to "Paid".
• Record archiving: All related records are archived.

Standard Checkout Process

Step 1: Confirm Charge Items

1. Check if prescription fees are correct.
2. Confirm laboratory service fees.
3. Add extra charge items (if needed).
4. Verify the total amount calculation.

Step 2: Click Checkout to Open Charge Details

1. Click the "Checkout" button to open the charge details dialog.
2. Confirm that the displayed payment amount is correct.
3. Decide whether a receiving account needs to be selected based on the amount.

Step 3: Set Payment Information

1. When Amount = 0:
   • You can choose not to set a receiving account.
   • Add necessary notes.
   • Decide whether to turn on "Payment Completed".
2. When Amount > 0:
   • You must select an appropriate receiving account.
   • Add payment notes (optional).
   • Confirm the payment method and amount.

Step 4: Complete the Payment Operation

1. Check that all information is correct.
2. Decide the state of the "Payment Completed" switch:
   • Off: If subsequent modifications or additional payments are needed.
   • On: To confirm the consultation is completely finished.
3. Click the "Charge" button to confirm the payment.
4. The system automatically updates related records and statuses.

Best Practices for Charge Details

Amount Confirmation

• Double-check carefully: Ensure the payment amount matches the actual amount due.
• Itemized check: Review prescription, lab, and service fees item by item.
• Total verification: Ensure the total amount is calculated correctly.

Account Selection

• Correct categorization: Select the correct receiving account based on the nature of the payment.
• Permission confirmation: Ensure the selected account has payment receiving permissions.
• Clear records: Choose an account that clearly reflects the source of the payment.

"Payment Completed" Usage Principle

• Turn on with caution: Only turn it on when you are certain no more modifications are needed.
• Consider installments: It is recommended to keep it off for installment payment situations.
• Final confirmation: Re-confirm all information is correct before turning it on.

Note Management

• Detailed records: Record important payment information in the notes.
• Special circumstances: Document any special payment conditions or arrangements.
• Reference information: Add information that will be useful for future reference.

Handling Partial Payments

Installment Payments

• Set up installments: Create an installment payment plan.
• Record payments: Record each installment payment.
• Track balance: Track the outstanding balance.

Prepayments

• Record prepayment: Record the prepaid amount.
• Deduct from balance: Automatically deduct the prepayment from the balance.
• Process refunds: Handle refunds for overpayments.

Invoice and Receipt Management

Invoice Generation

Official Invoice

• Invoice format: An official invoice format that complies with regulations.
• Tax information: Includes necessary tax information.
• Company information: Complete clinic information.
• Detailed list: A detailed list of charge items.

Invoice Content

• Invoice number: A unique invoice identifier.
• Issue date: The time the invoice was issued.
• Patient information: Basic patient data.
• Service details: Details of all charge items.
• Amount calculation: Subtotal, tax, and total.

Receipt Printing

Payment Receipt

• Receipt format: Standard receipt format.
• Payment information: Payment method and amount.
• Transaction ID: Transaction identification number.
• Timestamp: The precise time of the transaction.

Receipt Purpose

• Proof of payment: Patient's proof of payment.
• Insurance claims: Document for medical insurance claims.
• Tax deduction: For personal income tax medical deductions.
• Accounting voucher: For the clinic's internal bookkeeping.

Insurance Handling

Insurance Benefits

Insurance Confirmation

• Insurance eligibility: Confirm the patient's insurance eligibility.
• Scope of benefits: Check the items covered by the insurance.
• Deductible/Co-pay: Calculate the patient's out-of-pocket amount.

Insurance Application

• Application documents: Prepare insurance claim documents.
• Electronic submission: Submit insurance claims online.
• Status tracking: Track the processing status of the claim.

Insurance Settlement

Direct Settlement

• Real-time settlement: Settle with the insurance company in real-time.
• Automatic deduction: Automatically deduct the amount covered by insurance.
• Collect balance: Collect the out-of-pocket portion from the patient.

Subsequent Settlement

• Submit claim: Submit the insurance claim.
• Await payment: Wait for payment from the insurance company.
• Handle discrepancies: Address any discrepancies in the payment.

Financial Reports

Daily Reports

Daily Income

• Cash income: Total cash income for the day.
• Credit card income: Total credit card payments for the day.
• Electronic payments: Total electronic payments for the day.
• Total income: Total income for the day.

Charge Analysis

• Prescription income: Revenue from drug sales.
• Consultation income: Revenue from consultation services.
• Laboratory income: Revenue from laboratory services.
• Other income: Revenue from other services.

Monthly Reports

Monthly Statistics

• Monthly income trend: Changes in income over the month.
• Number of patients: Number of patients seen during the month.
• Average spending: Average spending per patient.
• Charge item analysis: Revenue share of each item.

System Integration Features

Connection with Other Modules

The checkout function is tightly integrated with other modules in the system:

Consultation System Integration

• Prescription sync: Automatically syncs prescriptions issued during consultation.
• Lab test sync: Automatically syncs scheduled lab tests.
• Consultation records link: Links to complete consultation records.

Inventory System Integration

• Stock deduction: Automatically deducts drug inventory.
• Cost calculation: Automatically calculates drug costs.
• Inventory alerts: Automatic alerts for low stock.

Accounting System Integration

• Automatic bookkeeping: Automatically generates accounting entries.
• Financial reports: Automatically updates financial reports.
• Tax processing: Automatically handles tax-related matters.

Data Synchronization

All checkout data is synchronized in real-time:

• Cloud backup: Real-time cloud data backup.
• Multi-device sync: Data synchronization across multiple devices.
• Real-time updates: All changes are updated instantly.
• Data security: Sensitive data is protected with encryption.

Through a comprehensive checkout function, clinics can efficiently handle all financial-related matters, ensuring the accuracy and transparency of the billing process, thereby improving patient satisfaction and operational efficiency.