Med Spa & Appointment Clinics
Medical Billing
Collect deposits and balances — without a full POS or RCM stack.
Overview
Cash-heavy clinics — med spas first — need to collect deposits at booking, send pay links for balances, and enforce no-show fees without standing up a full POS floor or insurance revenue cycle management stack. Medical Billing is an independent product for the patient financial lifecycle: service catalog, deposits, invoices, packages, connected payment pay links, and webhooks from scheduling and practice management sync. It is deliberately not insurance claims and coding — it is patient payments for appointment-based, cash-pay clinics. Inbound voice AI stays thin; money lives in Medical Billing.
Ideal for
Med spa and clinic owners running cash-pay patient payment workflows, front desk and billing staff managing deposits balances and pay links, patients paying via secure links without card at desk, and suite operators entitling Medical Billing alongside AI receptionist.
Problems it solves
- ▸Front desk takes card over phone with no system record tied to the appointment
- ▸Post-treatment balances chased via informal payment apps and hope
- ▸No-show fees exist on paper but enforcement requires awkward conversations without automated pay links
- ▸Inbound voice AI doing billing instead of booking — Stripe onboarding does not belong in receptionist
- ▸Insurance RCM is overkill when you need patient payments for a cash-pay med spa
Features
- ▸Service catalog with pricing for estimates and voice quoting
- ▸Deposit collection at booking via scheduling webhooks
- ▸Invoice generation for patient balances
- ▸Prepaid package tracking and redemption
- ▸Connected payment pay links — secure patient checkout
- ▸Voice tools for price estimate, balance, and pay link on calls
- ▸No-show fee policy with automated pay link delivery
- ▸Practice management charge sync webhook
- ▸SMS and voice pay link delivery when linked to messaging
- ▸Independent product — not insurance claims or clearinghouse RCM
Modules
Service catalog and estimates
Treatment and service catalog with pricing for estimates, invoices, and voice quoting on inbound calls.
Deposits and invoices
Deposit collection at booking via scheduling webhooks; invoice generation for remaining balances.
Packages
Prepaid package tracking and redemption against services — common in med spa workflows.
Connected payment pay links
Patient payment links via connected payments provider — no card handling at front desk.
Voice tools (when linked)
Price estimate, patient balance, and send payment link — inbound voice AI calls Medical Billing when configured.
Scheduling and PMS webhooks
Deposit and fee webhooks from scheduling; charge-sync webhook to practice management when configured.
Benefits
- ▸Deposit at book — automatic collection when appointment is scheduled
- ▸Pay links — SMS and voice balance recovery without front-desk card handling
- ▸Voice tools — price estimate on the call without bloating receptionist
- ▸No RCM overhead — patient payments only for cash-pay clinics
- ▸Thin voice AI — booking stays in receptionist; money lives in Medical Billing
Use cases
- ▸Deposit at booking — scheduling fires deposit webhook; Medical Billing records deposit against appointment; patient receives confirmation
- ▸Voice price estimate — caller asks treatment cost during AI receptionist call; voice tool queries service catalog and quotes approved range
- ▸Balance due after treatment — staff triggers pay link; patient pays via SMS before leaving
- ▸No-show fee enforced — patient no-shows; no-show fee policy applied; pay link sent automatically when linked to voice and messaging
- ▸PMS charge sync — practice management webhook syncs charges when linked
Implementation
1. Configure service catalog
Treatments, prices, deposit rules, and no-show policy defined in Medical Billing portal.
2. Connect payments
Onboard clinic for connected patient pay links — clinic receives payouts per provider rules.
3. Link scheduling
Scheduling webhooks fire deposits and fees at booking events automatically.
4. Link inbound voice AI
Voice tools query Medical Billing for estimates and balances on live calls.
5. Collect and sync
Pay links by SMS or voice; practice management sync when configured.
Technologies
FAQ
Is this insurance billing?
No. Medical Billing handles patient deposits, balances, packages, and pay links — not claims, coding, or payer submission.
Does AI receptionist process payments?
Inbound voice AI stays thin. Voice tools call Medical Billing for estimates and pay links; payment records and connected accounts live in Medical Billing.
How do deposits work at booking?
Scheduling fires a webhook when an appointment is booked; Medical Billing records the deposit and triggers payment collection per your configured rules.
Can patients pay by text?
Yes — pay links can be sent via SMS or voice when linked to your messaging and voice stack.
How is this different from POS?
POS handles retail checkout at a counter. Medical Billing handles the patient financial lifecycle for appointment clinics — deposits at book, balances after treatment, packages, and no-show fees.
Interested in Medical Billing?
I implement and customize this platform for your operations—from discovery through go-live.
Contact me →