How to create appointments and bill patients in OPD
This is the OPD front-desk workflow end to end — booking an appointment, generating the consultation bill, taking payment by cash, card or UPI, and issuing refunds when needed. It also covers where to find pending invoices and how to read your day-end report.
Before you start
- Your doctors added — in Administration
- Your consultation types set up — New, Free and Paid come as standard
- Any additional charges configured — registration fees and similar
- Your letterhead uploaded — if you want it on invoices
Steps
Twelve steps covering the full front-desk day.
Find your appointment list
What you see after logging in depends on your role. Doctors get My Appointments. Staff get All Appointments, which includes the billing view.
Create an appointment
Click Create Appointment at the top.
Search for the patient first — if they've been before, they'll come up. If not, enter their name and details to create a new record.
If your clinic has more than one doctor, select the doctor from the dropdown. Choose whether it's a phone or walk-in appointment, then pick the consultation type: New, Free or Paid Review.
Select the date and time. This can be in the future, so you can book ahead.
Click Create to confirm.
Change or cancel an appointment
Once an appointment exists, you can change its type by selecting a different one next to the existing type. To cancel it, click Cancel.
Record vitals
Your front office or nurse clicks Vitals on the appointment to enter the patient's vital signs.
Generate a consultation bill
In All Appointments, click Create to generate the consultation bill.
Add any extra charges
Click Additional Charges for anything beyond the consultation — a registration fee, for instance, or another service.
Record the payment
In the Payment Details section, enter how the payment came in — cash, card or UPI.
You can split a payment across methods, so part cash and part UPI is handled on the same bill.
Submit and print
Click Submit to generate the invoice. It prints on your custom letterhead if you've uploaded one, or the default letterhead if you haven't.
Check a patient's billing history
Click View Bill on an appointment to see everything billed to that patient.
Issue a refund
Click View Bills and select the invoice you need to refund. Click Refund, enter the amount, and give a reason for the return.
Work through Billing
Click Billing in the main navigation. Four tabs here:
Invoice — every invoice you've created.
Pending — invoices with money still outstanding. Click Clear Bill to take the full amount, or record a partial payment.
Receipts — all recorded receipts. If you picked the wrong payment mode, click Edit to correct it.
Refunds — every refund issued.
Close the day
Click Day End Reports in the main navigation for a summary of the day — cash flow, invoices generated, patient count and other figures for tracking how the practice is doing.
Callout — note: Day-end reports are only visible to staff with the OPD Admin role.
Notes
- Doctors see My Appointments; staff see All Appointments with the billing view.
- Appointments can be booked for a future date.
- Payments can be split across cash, card and UPI on a single bill.
- A wrong payment mode can be corrected from the Receipts tab.
- Day End Reports require the OPD Admin role.
- Patients and Templates in the main navigation is where you edit patient details and manage templates.
Common questions
Why do I see My Appointments instead of All Appointments?
My Appointments is the doctor's view. All Appointments, with billing, is the staff view.
Can a patient pay partly in cash and partly by UPI?
Yes. Record both in the Payment Details section on the same bill.
I recorded a payment as cash by mistake. Can I fix it?
Yes. Open the Receipts tab in Billing and click Edit to change the payment mode.
How do I take a part payment?
Find the invoice under the Pending tab and record the amount received. The balance stays outstanding until cleared.
Can I book an appointment for a future date?
Yes. Select any future date and time when creating it.
Why can't I see Day End Reports?
That section needs the OPD Admin role, assigned in Administration.
Still stuck? Contact supportsupport@neftx.com