Payments is a one-day screen, not an archive. You open it in the morning and leave it open — it refreshes itself, and the header shows today's date and the name of whoever is on shift.
The four tiles at the top answer reception's four questions: Collected today, To collect today, Arrears and Methods today. The full transaction history for any period lives in financial reports, not here.
How to do it
The screen is always laid out the same way, and each of the steps below happens in a different part of it.
1 is Accept payment in the header — step 2. 2 is the four tiles: Collected today, To collect today, Arrears and Methods today. 3 is the To collect now panel with patients from the waiting room — step 1. 4 is the bottom pair: the Arrears panel (step 3) and the Cash report for shift close card (step 4).
Take payment from a patient in the waiting room
The To collect now panel lists patients who are already checked in and have an unsettled visit today. Every row has two buttons: Card / BLIK and Cash. Clicking one opens the Record payment dialog with the amount and method pre-filled — usually all you have to do is confirm.
A visit covered by a pass carries a from package marker instead of an amount and needs no payment.
Record a payment from outside the waiting room
The Accept payment button in the header opens the same dialog with no patient pre-filled. You pick the patient, the amount and the method: Cash, Bank transfer, Card terminal, BLIK, Card, Przelewy24. The Note field is optional. After saving, Heltio acknowledges with Payment recorded.
If an invoice has a remainder, the dialog shows Invoice outstanding — you can take a partial payment.
Deal with the arrears
The Arrears panel lists unpaid invoices with their due date and how many days they are overdue. It behaves differently depending on whether the patient is in the clinic today:
- the patient has a visit today — the Collect at visit button opens the payment dialog,
- the patient is not in today — the Send SMS reminder button opens the Send payment request dialog with a payment link, sent by email, SMS or both.
The dialog shows a preview of the message and the date it was last sent, so you do not keep resending it.
Close the shift
The Cash report for shift close card shows the cash on hand — the sum of today's cash payments. The Generate button takes you to the Cash Flow report, where the takings are reconciled.
The Day report link above the payment list leads to the same set of reports.
Refund a payment
You make a refund from the payment itself — in the Refund payment dialog you choose Full refund or Partial refund, give an amount and a Reason: patient requested, service not provided, duplicate charge or other. The dialog warns: "A correction invoice (faktura korygująca) will be automatically issued to KSeF upon successful refund."
When something does not work
Invoice is already paid
What this means: Somebody recorded this payment earlier — a practitioner settled the visit at their end before the patient reached reception, for instance.
Amount exceeds the remaining balance due.
What this means: The amount entered is larger than what is left to pay for the visit.
This payment cannot be refunded automatically — the provider transaction id is missing. Please contact support.
What this means: The payment was recorded by hand (cash, transfer) or predates the payment provider being connected, so there is nothing for Przelewy24 to reverse.
Send limit reached.
What this means: A payment link has already gone to this patient three times in 24 hours. The message says how many hours until the counter resets.
Online payments are disabled for this clinic.
What this means: The clinic has no online payments enabled and you are trying to send a payment link.
Failed to load payments.
What this means: The request for today's summary did not arrive — usually on a dropped connection.
Who has access
Clinic Admin Receptionist PractitionerPayments are taken by the administrator, reception and practitioners. Refunds and payment settings stay with the owner and the administrator. The All practitioners filter in the header is seen only by the owner and the administrator — reception works across the whole clinic.
Related
- Invoices and KSeF — the document a payment closes.
- In-app payments — when the patient pays at booking.
- Patient wallet — overpayments and prepayments.
- Financial reports — history and summaries for any period.
Related features
Invoices and KSeF
Issuing invoices, proformas and corrections, submitting to the National e-Invoice System, and the KSeF Inbox with invoices from suppliers. Numbering, seller details and the VAT exemption basis are set once, under Billing.
Online payments
Three settlement modes for a booking — pay at visit, deposit or full prepayment — with an override available for a single service. Payments are handled by Przelewy24; Heltio never touches the patient's card details.
Patient wallet
A cash balance kept for every patient: top-ups, paying for visits and invoices from it, balance adjustments and a full transaction history. The patient sees the same wallet in the portal.
Prepaid packages
Multi-visit passes: you define them once in settings, sell them to a patient, and Heltio deducts credits as visits are settled. Validity, service coverage and the practitioner list are part of the pass definition.
Financial reports
Eight reports at one address — revenue, outstanding, cash flow, commission, VAT summary, insurance, packages and wallets — with filters, a chart, a table and an export to XLSX or PDF.