Clinics: deposits and payments

With the Clinics add-on, deposits and payments are recorded by hand: Hadir Chat never receives any money and connects no payment gateway. If your clinic has a payment link from its own gateway, you save it on the deposit and send it to the patient in the conversation.

Before you start

• Prices and default deposits are set by an administrator.
• Editing deposits, recording payments and sending the link need "Clinic: manage deposits and send payment links". Others see the deposit without changing it.

Price and default deposit per type

1. In the inbox, open Settings, then Add-ons, and scroll to Clinic settings.
2. Under Default deposit per appointment type, choose the Currency (1), such as EGP.
3. For each appointment type, enter the Price and the Amount (2), for example a consultation at EGP 300 with a deposit of EGP 100. Leave the amount empty for a type without a deposit.
4. Select Save at the bottom of the page.

A booking of that type gets the price, and a deposit Awaiting payment for that amount. Both stay editable on the appointment.

Payment-link template after 24 hours

Within 24 hours of the patient's last message, the link goes as a normal message. After that, WhatsApp only delivers an approved template. Under Payment-link template after 24 hours (3), choose the WhatsApp number and the Template, then what fills each variable, and map one of them to Payment link. Without a template, sending after 24 hours is refused with the reason. For templates, see WhatsApp templates.

The deposit on an appointment

1. Open the appointment from the Calendar or the patient file. The appointment dialog has a Price, deposit and payments section (1), with the Price, Paid and Remaining at its top.
2. Change the Price or the Deposit if you need to, and choose the Status: Not required, Awaiting payment, Paid or Refunded.
3. When it is paid, choose the Payment method, and enter the Reference (transaction no.) and Paid on.
4. Paste The clinic's payment link (https) (2) if you want to send it.
5. Select Save in the dialog.

Once saved, you get Send link to patient, and Upload receipt or View receipt. The link goes in the appointment's conversation, and "Link sent" with its date shows underneath.

Visit payments and refunds

1. In Payments, select Record payment (3).
2. Enter the Amount, choose the Payment method, and add the Reference (transaction no.), Paid on and a Receipt (optional).
3. To give money back, tick Refund (recorded as negative) and write the Refund reason.
4. Select Record.

Example: a consultation at EGP 300, a deposit of EGP 100 paid, then a payment of EGP 200 recorded at the visit; the remaining amount is zero.

Note: the deposits on all of a patient's appointments are on the Deposits tab of their file, and what is due shows as Deposit due at the top. Every change to deposits or payments is recorded in the activity log.