Take payment at the visit
The simplest rule: the visit ends with payment. Card, tap or a payment link, at the end of the session. Patients expect it, and it removes almost all chasing. See invoicing and claims.
Claim on the spot
For private health, claim on the terminal at the visit so the patient pays only the gap. Record the claim against the invoice at the same time so your books match.
Third-party payers
NDIS, DVA, WorkCover and Medicare chronic condition visits are paid later by someone else. Keep the funding details on the patient's case, raise the invoice to the right payer from the appointment, and check the claims list weekly for anything unpaid.
A weekly money hour
Once a week, look at:
- Unpaid invoices older than seven days.
- Claims waiting longer than usual.
- Payments received but not matched.
Follow up kindly and promptly. Most late payments are forgotten, not refused.
Clear terms
Tell new patients your payment and cancellation policies when they book. Surprises cause disputes.
Home visits
Mobile physios can take payment on a phone at the end of the visit, exactly like the clinic. See billing for mobile visits.
Money is one part of the admin a sole physio carries alone. See doing your own admin and running a solo practice.
Frequently asked questions
How do solo physios avoid unpaid invoices?
Take payment at the end of every visit, claim on the spot, and review anything outstanding weekly.
What if a patient cannot pay at the visit?
Send an invoice with a clear due date and a payment link, and follow up within a week.
How often should I check unpaid invoices?
Weekly, on a fixed day.