Creating a payment and collecting money
Bill a patient from the Create Payment screen, collect full or part payments by cash, card, UPI, insurance, cheque and more, or send a payment link.
The Create Payment screen is where front-desk staff bill a patient for anything that is not billed automatically, collect dues on earlier bills, and send payment links. This page walks through the screen step by step and explains every payment method on the Collect Payment dialog. It also covers how administrators set up payment methods.
Before you begin
- Payment methods come from Payment Methods under Billing & Payments in the Tenant Registry. If none are active, the Collect Payment dialog shows "No payment methods are configured. Add one in settings to collect payment." See Tenant registry and vocabularies.
- Bill types must be set up so staff can choose what they are billing. See Bills, bill types and line items.
- Payment links appear as a method only when your hospital has online payments switched on and a Payment Link method is active. Your implementation team sets up online payments.
- You need the Payment menu, which admins, receptionists and other non-clinical staff have. See Roles, navigation and switchers.
Opening the screen
There are several ways in:
- From the top bar: Quick Create then New Payment.
- From Payment: open a bill's Collect Payment action. The screen opens with that patient, centre and bill already chosen. See Payment tracking dashboard.
- From a task: tasks to bill a prescription, bill an advised package or collect dues open the screen with the details filled in. See Where tasks come from.
Creating a bill and collecting payment
Identify the patient by mobile number
Front deskQuick Create > New Payment
Enter the patient's Mobile Number and select Continue.
Select the patient
In Select Patient, pick the patient from the profiles registered to that number. If the person is not listed, select Add Patient (or Add Family Member when the number already has profiles) to register them first.
Select the centre
In Select Centre, pick the centre where the patient is being billed.
Expected result: Step 3, Create Payment, opens.
Check for pending bills
If the patient has unpaid or part-paid bills, they are listed under Pending Bills with the amount due, the date created, the line items and totals. Use the previous and next controls to page through them. To collect on one of them, select Collect on that bill and skip to the Collect Payment dialog below.
Choose a bill type
Under Bill Types, select the kind of bill, for example Consultation or Lab. You can select more than one; each appears as a pill you can remove with its close icon.
Add items
Open the item-type section you need, enter the DESCRIPTION, QUANTITY and PRICE (₹), then select Add Item. Repeat for each item. For a package bill, pick the package instead; see Packages.
Add a discount and remarks (optional)
In the Bill Summary, choose a DISCOUNT TYPE, either Percentage (%) or Flat (₹), and enter the VALUE. Add REMARKS if needed; they are visible to staff only.
Collect payment
Check the TOTAL, then select Collect Payment.
Expected result: The bill is created and issued, and the Collect Payment dialog opens.
If the total is ₹0 (for example after a full discount), the button reads Generate Bill instead. LeapHealthOS asks "Generate a ₹0 bill?" and issues the bill without collecting anything.
The draft on screen is kept if you move away and come back in the same browser tab, until the bill is issued.
Rules for items
- Description is required.
- Quantity must be a whole number of at least 1.
- Price is required and cannot be negative.
- Items you type in by hand have no GST. Services, medicines and packages carry their own tax settings.
- Medicine lines from a prescription show the batch, expiry and MRP and cannot be priced above the MRP. See Pharmacy queue, billing and dispensing.
The Collect Payment dialog
The dialog shows the Amount Due and lets you collect all of it or part of it.
- In Amount to collect (₹), keep the full amount or enter less. You can collect any amount up to the amount due.
- Choose a payment method.
- If the method has types (for example card or UPI under POS), choose one in {Method} Type.
- Fill in any details the method asks for (see the table below).
- Select Collect followed by the amount, or Generate Link for a payment link.
The dialog tells you what will happen: "This amount will be recorded against the bill. Any balance stays due and can be collected later." for a part payment, or "This amount will be recorded as paid." for the full amount.
Details asked for each method
The methods you see, and their labels, are the ones your hospital has set up. These methods ask for extra details:
Method | Details | Required? |
|---|---|---|
POS (card machine) | RRN, the reference number printed by the card terminal | Optional |
Insurance | Claim Number | Required |
EMI | Loan Reference | Required |
Cheque | Cheque Number, Bank Name, Cheque Date | Cheque number required |
Bank transfer | UTR / Reference Number, Bank Name | UTR required |
Other | Description of how the payment was made, Reference Number | Description required |
Cash and other simple methods | None |
Recording an insurance payment records the money received against the bill. It does not split the bill between the insurer and the patient.
Sending a payment link
Choose Payment Link, keep or change the amount, and select Generate Link.
- LeapHealthOS creates a link for that amount and sends it to the patient through your notification rules. The dialog confirms "Payment link generated and sent to the patient. You can also share it directly."
- Select the copy icon to copy the link, for example to paste into a chat, then select Done.
- The bill updates by itself when the patient pays.
- Only the latest link for a bill can be paid. Generating a new link, or recording a payment at the counter, cancels any earlier unpaid link.
After the bill is issued
Once issued, the Create Payment page becomes read-only for that bill and shows:
- Collected and Amount Due.
- Each payment with its method, status and a Receipt link.
- Any unpaid payment link, with a copy icon.
- Invoice links for each bill.
- Collect Payment while money is still due, or Bill fully paid when it is settled.
- New Bill to start again with another patient.
The patient receives the invoice, receipts and statement as described in Invoices, receipts and statements.
Part payments and dues
A bill with money still due is Partially Paid. To collect the rest later:
- open the Create Payment screen for the patient and use Pending Bills; or
- find the bill in Payment and choose Collect Payment; or
- work a collect-dues task if one has been created.
A package becomes active on its first payment, even a part payment.
Billing several bill types at once
When you add items under more than one bill type, each bill type becomes a separate bill. One collection is recorded against one bill only and cannot be more than that bill's balance. After the bills are created, collect each one separately from Pending Bills or from the Payment screen.
Messages you may see
Related pages
Last updated on
Bills, bill types and line items
What a bill contains, how bill types and line-item types are set up, how bills are numbered, and every bill status from draft to refunded.
Payment tracking dashboard
See every bill for a centre and date range, track collections and dues, open bill details, collect payment, resend notifications and export to CSV.