Billing & Cashiering: Service tariffs, patient bills, deposits, cashiering and end-of-shift reconciliation

Every clinical activity becomes a priced charge on the visit bill, split automatically between insurer and patient. Cashiers take cash, M-Pesa, card and bank payments against deposits, discounts and instalment plans, and every till closes on a blind denomination count. Tariffs and payer contracts set the prices, and the analytics show where the revenue comes from.

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HMS Core
Invoicing

Billing & Cashiering in the Bridge HMS Suite: Service tariffs, patient bills, deposits, cashiering and end-of-shift reconciliation

Charges land on the bill by themselves

Consultation, lab, pharmacy, ward and theatre charges post to the visit bill as the work is done; open bills keep collecting, locked bills wait for payment or the insurer, invoiced bills are in Accounting.

Deposits, refunds and discounts under control

Payments allocate to bills; deposits are taken at admission and drawn down; refunds and discount requests need an approver, and every decision is on the record.

Tariffs and tills, set once

Service tariffs per scheme and patient type, and the cash registers each cashier works from.

What's inside

Everything in Billing & Cashiering

80 items in 17 areas, every one shipping with the app today.

Automated Charge Capture
- Auto-charge on consultation completionCompleting a consultation posts a consultation charge against the visit, tagged with doctor, category and source reference.
- Auto-charge on pharmacy dispenseEach dispensed drug line automatically creates a pharmacy charge priced from the product at the moment of dispensing.
- Auto-charge on lab result validationValidating a lab request posts one charge per test line, priced from each lab test's tariff.
- Auto-charge on radiology releaseReleasing a radiology order posts an imaging charge tagged with modality and performing radiologist.
- Smart consultation category detectionMaps visit type and doctor specialty to GP, specialist, consultant, emergency or teleconsult tariff automatically.
- Fail-safe billing hooksIf auto-charging errors, the clinical workflow still completes and a to-do activity is scheduled for manual billing.
Patient Charges
- Itemized charge recordsEach service event is a first-class charge with quantity, unit price, description, service date and performer.
- Automatic amount computationComputes subtotal, discount, net, tax and total per line from quantity, price and attached taxes.
- Line-level discountsApply a percentage discount per charge, capped 0-100%, flowing into the bill discount total.
- Per-line tax handlingAttach sale taxes to a charge; taxes are computed by BridgeERP's standard tax engine for the patient.
- Insurance/patient split per chargeAn insurance-covered percentage splits each charge total into insurer share and patient co-pay.
- Charge workflowCharges move through draft, billed, invoiced, paid and canceled with guarded transitions.
Visit Bills & Invoicing
- One consolidated bill per visitA unique bill per visit aggregates all charges, deposits, payments and discount requests.
- Real-time bill totalsGross total, insurance share, patient share, discounts, deposits, paid and balance due recompute live.
- Bill lifecycle workflowBills flow draft, open, locked, invoiced, paid and canceled with lock timestamp and reopen actions.
- Bill lockingLocking freezes a bill, stamps a lock date and marks draft charges as billed to prevent edits.
- Split insurer/patient invoicingGenerates separate invoices to the insurer and the patient based on each charge's share.
- Insurer partner resolutionAutomatically routes the insurance invoice to the insurance scheme's partner when a policy applies.
Service Tariffs & Pricing
- Central price listA master service tariff catalog covers consultation, lab, radiology, pharmacy, procedure, bed-night, nursing and admin.
- 35 pre-loaded tariffsShips with a seeded catalog of common consultation, ward, lab and service prices, a Kenyan tariff to start from.
- Category-aware pricingConsultation tariffs vary by GP/specialist/consultant/emergency/teleconsult and beds by ward class.
- Best-match price resolverThe tariff lookup selects the most specific active tariff by service type, facility, category, ward, lab test or product.
- Effective-date validity windowsTariffs carry effective-from/to dates so price changes activate and expire automatically.
- Facility-specific tariffsA tariff can be global or scoped to one facility, with facility matches preferred during resolution.
Deposits & Prepayments
- Patient deposit recordsCapture advance deposits against a visit or bill with amount, method and collector.
- Multi-method depositsRecord deposits as cash, M-Pesa, card, cheque, bank transfer or insurance credit with a reference number.
- Deposit lifecycleDeposits move through draft, held, applied, refunded and canceled with guarded transitions.
- Auto-apply to balanceHeld and applied deposits reduce the bill's balance due automatically.
- Deposit refundingHeld or applied deposits can be refunded with a mandatory reason, linkable to a refund record.
- Cash-session attributionDeposits attach to the collecting cashier's shift for drawer reconciliation.
Payments & Reconciliation
- Multi-method patient paymentsRecord payments by cash, M-Pesa, card, cheque, bank transfer or insurance settlement.
- Journal payment postingPosting a payment creates and posts an inbound payment on the resolved cash or bank journal.
- Automatic journal routingMaps each payment method to the correct cash or bank journal for the company.
- Auto-reconciliationBest-effort reconciles the payment against the bill's posted patient invoice receivable lines.
- Resilient reconciliationReconciliation failure never rolls back the posted payment; it logs a message to reconcile manually.
- Payment cancellationCanceling a posted payment drafts and cancels the underlying journal payment safely.
Discount Approvals
- Discount request workflowStaff raise discount requests that flow draft, submitted, approved, rejected or canceled.
- Reason-coded discountsRequests classify the reason as hardship, staff/family, corporate, promotional, goodwill or error correction.
- Percentage or fixed amountRequest a discount as a percentage or a fixed monetary amount against targeted charges or the whole bill.
- Manager approval activitySubmitting schedules a to-do activity for an HMS manager to approve the request.
- Proportional amount distributionAn approved fixed amount is spread across target charges proportionally to each subtotal.
- Approval audit trailRecords approver, approval/rejection timestamps and mandatory rejection reason with history tracking.
Refunds & Credit Notes
- Structured refund recordsRefunds capture patient, bill, source deposit, amount, reason and refund method.
- Refund approval workflowRefunds flow draft, submitted, approved, processed, rejected and canceled with approver tracking.
- Reason and method codingClassify refunds by reason (service not rendered, duplicate, overpayment, complaint, error) and payout method.
- Automatic credit-note generationProcessing a non-cash refund against an original invoice reverses it into a credit note.
- Deposit-linked refundsProcessing a refund flips the linked deposit to refunded and records the reason.
- Processed-refund lockProcessed refunds cannot be canceled, preserving the accounting trail.
Bills
- Open
- Locked
- Invoiced
- Paid
- All Bills
Reports
- Daily Revenue
- MTD Revenue
- Services Profitability
- Collection Rate
- All Analytics
Billing
- Charges
- Deposits
- Payments
- Discount Requests
- Refunds
Configuration
- Settings
- Service Tariffs
- Cash Registers
Cash Sessions
- Today's Sessions
- All Sessions
Documents it prints
- Patient Bill
- Payment Receipt
- Refund Notice
- Cashier Shift Reconciliation
- Revenue Summary
Guided assistants
- Config Settings
What it sends
- HMS: Bill to Patient
- HMS: Payment Receipt
- HMS: Refund Notification
- HMS: Discount Decision
More in this app
- Every shilling in, every till balancedThe cashier dashboard shows what is owed and what was taken today; each cashier opens a cash session, counts the float, takes cash, M-Pesa, card and bank payments, and closes with the variance explained.
- Revenue the finance team believesDaily and month-to-date revenue, service profitability, the collection rate, and bills, payments, deposits, refunds and cash sessions in pivot and graph — with PDF and Excel export.

Works with

What Billing & Cashiering works with

Billing & Cashiering shares one database with the rest of the Bridge HMS Suite and BridgeERP: these are the apps it already talks to, with nothing to buy in between.