Billing your accountant will trust

Every consultation, test, drug and procedure is charged from the patient's folder — to the patient, an insurance scheme or a company. Nothing is given without being billed, and every cedi taken is on a receipt and in a report.

Billing desk

One desk for every payment

Find the patient by name or folder number and see exactly what they owe. Outstanding bills, today's payments and refunds due are counted at the top of the page.

Cash, mobile money, card and bank transfer — MoMo with its network and transaction reference.
Part-payments — the balance stays on the bill until it's settled.
A numbered, printed receipt for every payment.
Patient wallets — deposits kept as credit and used on later bills.

The billing desk in Nkwa HMS showing three outstanding bills, one part-paid

Insurance & sponsors

NHIS, private schemes and companies

Attach a patient's scheme at the visit and every line on the bill shows what the sponsor covers and what the patient pays.

Sponsor and patient shares on every item, worked out automatically.
Items a scheme doesn't cover move to the patient, from your exclusion list.
Expired membership is caught before the visit starts.
Wrong payer? Switch it on the visit and the bill follows.

An NHIS invoice in Nkwa HMS with the sponsor covering the consultation and the procedure

Claims

Clean claims, every month

Before a claim goes out, each visit or admission is checked against its clinical record — so what you claim is what was done, and nothing is missed.

Vet each encounter — add services rendered but not billed, remove what wasn't given.
Flag queries or defer a claim to next month.
Month-end batches per sponsor, printed in the sponsor's own columns.
Record what each sponsor pays against the batch.

Claims vetting in Nkwa HMS: this month's NHIS claims waiting to be vetted

Reports

Know where the money went

Cash collections by cashier, by payment method and by day, with every receipt listed — and a revenue report of what was billed each day.

End-of-day cashier totals that match the drawer.
Refunds shown beside collections, so net cash is clear.
Export to a spreadsheet for your accountant.

The cash collections report in Nkwa HMS by cashier, method and day

Also included

The details that stop leaks

Controlled refunds

Refunds for services not given, only by staff allowed to give them — paid out or kept in the patient's wallet. Wallet withdrawals go for approval.

Concessions & exemptions

Discounts within each role's limit, larger ones sent for approval; exemption categories for those who qualify.

Unpaid balances

A patient who still owes is flagged before a new visit starts, with an override for those allowed to give one.

Prices your way

Different prices by insurance type, visit type, branch or age, set by your administrator — no programming needed.

Bank reconciliation

Paste a bank statement of deposits and match each one to the bills it pays.

Every change logged

Who billed, discounted, refunded or cancelled what, and when — kept for audit.

Appointments & front desk → Everything in Nkwa HMS →

See the billing desk working

We'll show you a full patient journey, from registration to the receipt and the claim.

Request a demo