Objective
This SOP explains how to view, add, deduct, and redeem patient account balances in AesthetiDocs. It is designed to help staff manage wallet balances accurately for in-clinic payments, adjustments, and online booking payments.
Key Steps
1. Access the Patient Wallet Management Area 0:48
Go to the Patients list in AesthetiDocs.
Open the relevant patient record.
Locate the Wallet Management / Account Balance section.
Review the patient’s current balance and transaction history from this area.
Use the transaction list to view all balance-related activity, including:
Added balance
Deducted balance
Payments for products or services
Paid transactions
2. Review the Patient’s Account Balance and Transaction History 1:36
Check the patient’s account balance, which defaults to zero unless funds have been added.
Confirm whether the wallet feature is being used for this patient.
Use the transaction history to verify previous wallet activity.
Refer to receipts and invoices if you need additional payment detail, but use the wallet area for a quick balance overview.
3. Add a Paid Top-Up to the Patient Account 1:57
In the patient record, select Top Up / Manage Account Balance.
Leave the action set to Add.
Enter the amount to be added to the account.
Select the payment method used in clinic, such as card payment.
Add an optional note if needed.
Click Add Amount.
Confirm the action when prompted.
Verify that the balance updates and that a receipt is generated.
4. Add a Non-Monetary Adjustment to the Patient Account 3:04
Use this option when you want to credit the patient without processing a refund.
Open Top Up / Manage Account Balance and choose Add.
Enter the amount to credit.
Select a non-monetary reason such as:
Goodwill
Complimentary
Other
Add a note explaining the reason for the adjustment.
Click Add to save the adjustment.
Confirm that the balance is updated and visible in the transaction history.
Note that this type of adjustment does not generate a receipt.
5. Deduct an Amount from the Patient Account 4:25
Open Top Up / Manage Account Balance.
Switch the action from Add to Deduct.
Enter the amount to remove from the account.
Add a note explaining why the deduction is being made.
Click Deduct to complete the adjustment.
Confirm that the patient’s balance has been reduced correctly.
6. Redeem Patient Account Balance During Checkout 5:05
Open the patient’s appointment from the calendar.
Scroll to the checkout section as you normally would when completing a sale.
Review the available payment options.
Select Patient Account Balance if the balance is sufficient to cover the treatment.
Confirm the available balance shown against the patient’s account.
Complete the sale to apply the balance and generate a receipt.
Verify that the patient’s remaining balance is updated after checkout.
7. Use Split Payment When the Account Balance Is Not Enough 6:20
If the patient’s account balance does not cover the full amount, choose Split Payment.
Select Account Balance as one payment method.
Enter the amount to be taken from the wallet.
Add the remaining payment method for the unpaid balance.
Complete the sale to record both payment methods correctly.
Confirm that the account balance has been reduced by the amount used.
Cautionary Notes
Do not deduct or add funds without confirming the correct patient record.
Use notes whenever possible to explain deductions, goodwill credits, or corrections.
Non-monetary adjustments do not generate receipts, so ensure the reason is documented clearly in the note field.
Confirm the amount before clicking Add or Deduct, especially when correcting mistakes.
Check the available balance before checkout to avoid payment errors.
Use split payment if the wallet balance is insufficient for the full transaction.
Tips for Efficiency
Keep wallet notes short but specific so transaction history is easy to review later.
Use the transaction list in the patient record for a quick audit trail before checking receipts and invoices.
For in-clinic top-ups, confirm the payment method immediately to reduce reconciliation issues.
When applying a wallet balance at checkout, verify the remaining balance before completing the sale.
Use goodwill or complimentary adjustments for non-cash credits instead of manual refund workarounds when appropriate.