Patient Billing & Receipt Register (Excel)

Preview

Real view of the file with its sample data (yellow cells are where you type).

What's inside

• Services sheet: service name, department and standard rate (25 sample services to start)
• Bill lines sheet: bill number, date, patient, service from a drop-down, quantity, rate (fills in by itself) and discount
• Bills sheet: one row per bill with gross, discount, net, amount received, balance and status (Paid, Part paid, Due) calculated from the bill lines and payments
• Payments sheet: every advance and payment with date, mode (Cash, UPI, Card, Insurance / TPA, Cheque) and reference
• Receipt sheet: type a bill number and print a patient receipt with all its services, payments and the balance in words
• Summary sheet: billed, received and due for the month, received by payment mode, and billing by department

How to use it

1. On the Settings sheet type your clinic name, address, phone and the month.
2. On the Services sheet replace the samples with your own services and rates.
3. When you open a new bill, add the bill number, date, patient name and patient ID on the Bills sheet.
4. Add one row per service on the Bill lines sheet with the same bill number. The rate fills in from the Services sheet; change the quantity or add a discount if needed.
5. Each time money is received (advance, part payment or final), add a row on the Payments sheet with the bill number, amount and mode.
6. To give the patient a receipt, type the bill number on the Receipt sheet and print it (File › Print, or Save as PDF).
7. Check the Summary sheet at the day or month end for collection by mode and the total still due.

Tips

• Use one bill number per patient stay or visit (for example B-2611-001) and never reuse it.
• Insurance or TPA amounts: record them on the Payments sheet with mode "Insurance / TPA" when the money actually arrives; until then the bill shows as Due.
• Most healthcare services by clinics are GST-exempt, so the register has no GST columns. If you also sell taxable items, check with your accountant and bill them separately.
• Patient details are private. Keep this file on your own computer or a drive only your clinic can open, put a password on it (File › Info › Protect Workbook › Encrypt with Password) and never post it in group chats. Follow the health-data rules that apply where you work.
• This is an admin and record-keeping template. It holds no medical advice and does not replace your clinic's medical records or software.

Questions and answers