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How to manage outstanding invoices and send payment reminders

Learn how to view outstanding invoices and send payment reminders to patients

Demian avatar
Written by Demian
Updated this week

This article explains how to get an overview of outstanding invoices and how to follow up with patients who have unpaid invoices. There are several ways to do this in Clinicminds, depending on your preferred workflow.

View outstanding invoices

You can find outstanding invoices in two places:

Option A: Via Finance > Invoices

Go to Menu > Finance > Invoices. Here you can filter invoices by day and by month to find invoices that are still outstanding. Use the date filters to select the period you want to review.

Option B: Via Reports

For a more comprehensive overview, use the reporting feature:

  1. Filter on Outstanding Invoices to see all unpaid invoices across any time period.

  2. The report will show you the relevant patient details and invoice amounts.


Send a payment reminder to a patient

Once you have identified the patients with outstanding invoices, you can send them a payment reminder using the messaging feature. Before you start, make sure you have a message template ready for payment reminders.

Step 1: Create a payment reminder template

Go to Menu > Clinic settings > Manual Messages and create a new template specifically for payment reminders. This allows you to reuse the same message for multiple patients, saving you time. Include relevant details such as the outstanding amount, due date, and payment instructions.

Step 2: Send the reminder from the patient overview window

Using the outstanding invoices report, follow these steps for each patient:

  1. In the report, find the patient and note their Patient ID.

  2. Type the Patient ID in the search bar to navigate to the patient overview page.

  3. Click "Message"

  4. Select the payment reminder message template you created.

  5. Send the message to the patient

Alternative: Send a direct payment link

Instead of sending a regular payment reminder, you can also send the patient a Direct Payment Link. This allows the patient to pay the outstanding invoice immediately through an online payment. This option requires that online payments (Stripe) are configured for your clinic.

For more information, see the articles below:

Tip: The Direct Payment Link option is especially useful when a patient is still present at the clinic, or when you want to make it as easy as possible for them to pay immediately.

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