Step 1: Log into Your Xero Account 

  • Visit the Xero login page and enter your credentials to access your dashboard. 

Step 2: Set Up Patient as a Customer 

  • Navigate to the Contacts section and select Customers. Click on Add Contact to create a new entry for each patient. Fill in relevant details such as name, contact information, and any specific notes related to their billing. 

Step 3: Create Billing Categories 

  • Go to Settings > Chart of Accounts and create specific billing categories for different services (e.g., consultations, treatments, procedures). This will help categorize income effectively. 

Step 4: Create a Service Invoice Template 

  • Navigate to Business > Invoices. Click on New Invoice and create a template for patient billing. Ensure to include fields for services rendered, pricing, and payment terms. 

Step 5: Record Services Provided 

  • When a service is provided to a patient, create a new invoice using the template. Add details of the service provided, including dates, descriptions, and applicable charges. 

Step 6: Link Payments to Patient Invoices 

  • When a payment is received, go to Business > Invoices, select the relevant invoice, and click on Receive a Payment. Enter the payment details to link it to the corresponding invoice. 

Step 7: Set Up Recurring Invoices (if applicable) 

  • For ongoing treatments or services (like subscriptions), set up recurring invoices by selecting Repeating under the invoice creation options. This will automate future billing. 

Step 8: Track Outstanding Invoices 

  • Regularly monitor outstanding invoices by going to Business > Invoices and selecting the Awaiting Payment filter. This helps in identifying overdue payments. 

Step 9: Generate Reports 

  • To analyze patient billing and payments, navigate to the Reports section. Generate reports such as Aged Receivables to view outstanding invoices and Income by Contact to see how much each patient has been billed. 

Step 10: Review and Adjust Billing Practices 

  • Use the insights gained from reports to review your billing practices. Identify areas for improvement, such as adjusting payment terms or following up on overdue accounts. 

Step 11: Communicate with Patients 

  • Ensure clear communication regarding billing with patients. Send reminders for upcoming payments or overdue invoices directly through Xero. 

By following these steps, you can effectively track and manage patient billing in Xero, ensuring smooth operations for your healthcare practice.