Registration fees and estimates
How registration fee rules decide whether a new patient owes a fee, and how cost estimates are priced. Neither has a screen in LeapHealthOS yet.
This page covers two pricing features that work in the background but have no screen in LeapHealthOS yet: the one-time registration fee charged when a patient is registered, and cost estimates that quote a patient the price of a list of services. Your implementation team sets both up. The page explains what they do so administrators and front-desk leads know what to expect.
Registration fees
Some hospitals charge a fee the first time a patient registers, sometimes only at certain centres or for patients who arrive a certain way (for example walk-ins). LeapHealthOS handles this with a set of registration fee rules.
No screen yet
Registration fee rules have no screen in LeapHealthOS. Your implementation team must set them up and change them. There is also no screen to collect the registration fee itself; see "Collecting the fee" below.
What a rule contains
Part of the rule | Meaning |
|---|---|
Match: source | The patient source the rule applies to, for example walk-in patients. Leave out to match any source. |
Match: centre | The centre the rule applies to. Leave out for a rule that applies at every centre. |
Fee required | Yes: charge a fee. No: explicitly exempt patients who match this rule. |
Amount | The fee. Needed when the fee is required. |
Rank | Breaks ties between equally specific rules; the higher rank wins. |
Active | Inactive rules are ignored. |
Which rule applies
When a patient is registered, LeapHealthOS looks at every active rule whose match fits the patient's source and registration centre, and picks the most specific one:
- A rule that names both the centre and the source.
- A rule that names only the centre.
- A rule that names only the source.
- A rule that names neither (applies to everyone).
If two matching rules are equally specific, the one with the higher rank wins. If no rule matches, no fee is charged.
Example. Your rules are: everyone pays ₹200; walk-ins pay ₹100; patients registered at the Riverside centre pay nothing. A walk-in registered at Riverside matches all three. The Riverside rule names the centre, so it is the most specific and wins: no fee.
What happens to the patient
- If the winning rule requires a fee, the patient is registered with a registration status of pending payment.
- If no fee applies, the patient is registered as active straight away.
- Pending payment does not block booking or any other action. The hospital AI booking tools tell the agent that a registration fee is due at the clinic, but still let it book. See Hospital AI booking tools for WhatsApp agents.
- When the registration fee bill is paid, the patient's registration status becomes active.
Collecting the fee
The registration fee is collected on its own registration fee bill, either online or at the counter. Starting this collection has no screen in LeapHealthOS yet; your implementation team sets it up.
Manual bills do not clear the fee
If staff add a "registration fee" line by hand on the Create Payment screen, the money is recorded, but the patient's registration stays pending payment. Only a bill raised through the registration fee flow clears it.
Cost estimates
An estimate quotes a patient the price of one or more services before they commit, for example before a procedure or for an insurance pre-authorisation.
No screen yet
Estimates have no screen in LeapHealthOS yet. Your implementation team must set them up. The Payers & tariffs screen mentions that tariffs "price estimates"; this is the feature it refers to.
How an estimate is priced
Each service on the estimate is priced in this order:
Source | When it is used |
|---|---|
Payer | The patient has an active insurance policy whose dates cover today, and that payer has an active tariff for the service. See Payers and tariffs. |
Centre | No payer tariff applies and the service has a centre price at the estimate's centre. |
Service | Neither of the above. The service's catalog price is used. |
Doctor fees are not used for estimates. GST is applied the same way as on a bill. See How a price is resolved.
What an estimate produces
- An estimate is saved as a draft bill. It is a quote, not a demand for payment.
- A PDF of the estimate is created from a PDF template and saved to the patient's documents. See PDF template editor for how templates work.
- An estimate needs at least one service.
Related pages
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