UPI payments and advance payments: how patients pay a clinic on PhysioDesk

Getting paid is the part of running a clinic that nobody trained for. Patients mean to pay, then forget; some want to pay for a course up front; some pay half today and half next week. PhysioDesk does not touch your money, but it makes every one of these situations simple to handle and impossible to lose track of.

A UPI QR on every unpaid bill

Add your clinic's UPI ID in Settings, under Getting paid. From then on, every unpaid bill carries a way to pay it straight to you:

• On the PDF, beside the totals: a UPI QR code, your UPI ID, and a "Pay by UPI" link for the exact amount still owed.

• For the patient, in the patient portal: "Pay by UPI" opens their UPI app on a phone, and "Scan to pay" shows the QR.

• At the front desk: "Show UPI QR" on the billing page puts the code on screen for a patient standing at the counter.

The amount is always what is still owed, after any part payment and anything paid from the patient's wallet. A paid bill has no QR on it.

PhysioDesk never receives, holds or confirms this money. Nothing marks a bill paid by itself: when the payment reaches your account, you record it, as you would cash.

A change of UPI ID is never quiet

Whoever changes the UPI ID decides whose account patients pay into. So every change is written to the clinic's log, and if somebody other than the owner makes it, the owner is told by name in their notifications and by email.

Part payments

"Mark as paid" records a payment with its amount and date. Pay part now and the rest later, and the bill shows what is left. With no amount entered, it records exactly what is still owed. The balance is always worked out, never typed, so it cannot be wrong.

The wallet: money paid in advance

Many patients prefer to pay for a course up front. In PhysioDesk that money goes into the patient's wallet, recorded on their record with the amount, the date, how they paid and a note only the clinic sees.

• Bills are paid from the wallet first. When you raise a bill, "Deduct from wallet" is ticked by default when the patient has a balance. The wallet pays what it can; anything left stays owed.

• New money settles old bills. A top-up, or the extra from an overpayment, pays the patient's oldest unpaid bills first.

• Refunds. If a patient stops treatment, refund what is left in their wallet, never more than the balance.

• The patient sees it. The balance and its movements appear on the patient's Bills page in the portal.

The wallet is money held for the patient, not a package of sessions. They still pay only for the sessions they have, at their rate.

Figures that do not double count

Your reports count wallet money as collected once, when it pays a bill. A top-up on its own is shown separately as "held in wallets", so your earnings are never counted twice.

Built so money cannot go missing

Every wallet movement is a row in a ledger that is only ever added to, never edited or deleted; a correction is a new row. Two people recording a payment at the same moment cannot spend the same money twice.

Who sees money

Wallets, payments and every money figure are for the owner and clinic admins. Therapists see their patients and sessions, not the clinic's takings.

Try it

Add money to a patient's wallet and raise a bill against it in the 30-minute demo on the pricing page.