Self-Pay Charging / Invoicing

Overview

Here are some common use cases for sending an invoice to your patient:

• Self-pay appointments

• Co-pays

• Patient responsibilities from insurance payments outstanding

• Collections that fall outside of a Patient Package (e.g., a Cancellation Fee, where no credit card is on file)

• One-time, ad-hoc payments

• Services rendered for patients without a credit card on file

Osmind supports both automatic and manual billing workflows for appointments through integrated payment processing.

Self-Pay Charging Recommendations

To ensure self-pay payments are collected, the recommendation is:

• Automatic Charging AND Automatic Invoicing → both ON, or

• Automatic Charging AND Automatic Invoicing → both OFF

This decision should be applied practice-wide.

Automatic Charging & Invoicing Configuration

Automatic Billing Workflows

When properly configured, Osmind offers automatic billing via two automated functions, triggered when an appointment is marked as “Occurred.”

1. Automatic Charging

When patients have a valid payment method on file, Osmind automatically schedules electronic charges for the day after tomorrow.

• Card is charged directly

• Patients receive an email receipt

• Payments appear on the Payments page with an “Appointment” designation

2. Automatic Invoicing

When patients do not have a valid payment method on file, Osmind automatically generates and sends invoices.

• Invoice appears in Patient Profile → Billing → Invoices

• Patients receive email notifications and reminders every 5 days

• Payment status updates automatically once paid

• Invoice includes appointment type and date

Additional Options

1. Enable automatic charging for late cancellations and no-shows

   (Settings → Appointment Settings → Automatically Charge for Late Cancellation and No-Show Appointments)

2. Configure specific patients to not be auto-charged

3. Configure Situational Pricing per appointment type or provider

4. Automatically deduct from patients’ Credit Balance (advanced support request)

Automatic Billing Setup Steps

1. Enable Pricing per Appointment Type

   (Settings → Appointments → Payments and Credits)

2. Set default prices for appointment types

   (Settings → Appointment Types → Pricing)

3. Enable both:

   • “Automatically charge for appointments”

   • “Automatically invoice patients”

Manual Invoicing

Creating and Sending Invoices

1. Billing → Payments → Create Invoice

2. Associate invoice with the applicable service

3. Enter patient information, amount, and notes

4. Preview → Create Invoice

5. Delivery options:

   • Email to patient

   • Download & print

If unpaid after 5 days, the patient receives automatic reminders and sees a portal banner.

Invoicing: Patient Experience

• When an invoice is created, the patient receives an email with a payment link

  

• If linked to a CMS-1500 claim, the claim status updates automatically once the patient pays

• Patients can view invoices in their portal under Payments

  • Note: If they have not yet completed all of their required intake forms, they will need to complete these forms prior to seeing their Invoice prompt.

  

Recording Manual Payments

Prerequisite: Patient must have billing information on file.

Steps:

1. Patient Profile → Billing → Charge Patient

   OR Billing → Payments → Charge a Patient

2. Enter charge details and submit

Partial payments are supported and tracked until fully paid.

Write-Offs for Invoices

Write-off reasons include:

• Discount

• Uncollectible

• Financial hardship

• Billing error

• Other

All write-offs are documented in the Invoices Report.

Managing Payments

Providers can:

• Stop scheduled payments

• Refund payments

• Send receipts

• Export to Superbill

• Edit or delete payments

All actions are accessible via Billing → Payments → “…” menu.