A wallet is a money balance kept separately for every patient of the clinic. The funds paid in are not tied to any particular service — they cover any visit or invoice until they run out.
A wallet is useful in three situations: the patient prefers to pay a larger amount up front, they received an amount voucher, or they have an overpayment they do not want back. A pass works differently — it counts visits, not zlotys.
You will find the wallet on the patient record, on the Wallet tab.
How to do it
Top the wallet up at reception
On the patient record, on the Wallet tab, click Manual top-up. You give an Amount (PLN) and an optional Note. After saving, Heltio acknowledges with Wallet topped up successfully. and the balance rises at once.
You use this route when the money arrived outside the app — in cash, on a terminal or by transfer.
Pay for a visit from the wallet
At visit settlement a Wallet marker appears with the available amount and an Apply wallet credit toggle. Below it you see how much will be taken, and where it covers everything — Wallet covers the full amount.
The funds leave the wallet only when the settlement is confirmed, not when the toggle is ticked.
Adjust the balance
Adjust balance exists for situations where no money changed hands: a discount for a clinic mistake, a fix to a mis-entered payment, a goodwill refund. You give an Amount (positive or negative) and a Reason — Goodwill credit, Correction or Error fix — plus a Note.
The Balance after field shows the result before you confirm. An adjustment going below zero is flagged with the warning This adjustment will result in a negative balance.
Check the history
Under the balance sits the Transaction history with the columns Date, Reason, Amount, Balance after and Note. The reasons are named after the events that caused them: Top-up, Visit payment, Package purchase, Refund, Adjustment, Expiration.
This list is your evidence in a conversation with the patient — every change of balance has a row here.
See the picture across the clinic
Reports → Financial reports → Wallets summarises every wallet: Total float (the sum of funds deposited by patients), Top-ups, Redemptions, Active wallets and a Top wallet balances table.
That sum is a liability of the clinic towards its patients, not revenue — a patient can ask for it back.
When something does not work
Insufficient wallet balance
What this means: The balance is lower than the amount you are trying to take from it.
Adjustment would result in negative balance
What this means: The negative adjustment is larger than the patient's current balance.
You don't have permission to view this patient's wallet. Contact your clinic administrator.
What this means: The account's role does not include access to wallets.
Invalid amount
What this means: The amount field holds zero, a negative value where one is not allowed, or more than two decimal places.
Online payments aren't available at this clinic yet.
What this means: The patient is trying to top the wallet up from the portal and the clinic has no online payments enabled.
Who has access
Clinic Admin Receptionist Practitioner| Action | Administrator | Reception | Practitioner |
|---|---|---|---|
| View the balance and history | ✓ | ✓ | ✓ |
| Top up manually | ✓ | — | — |
| Adjust the balance | ✓ | — | — |
| Pay for a visit from it | ✓ | ✓ | ✓ |
A manual top-up and a balance adjustment create money in the system, which is why they stayed with the owner and the administrator. Each of those operations leaves a trace in the audit log.
Related
- Payments — the day's till — taking payments day to day.
- Gift vouchers — an amount voucher lands in the wallet.
- Memberships — a plan can top the wallet up every month.
- Financial reports — the wallet summary for the whole clinic.
Related features
Payments — the day's till
The reception screen for one working day: how much has been taken, who is sitting in the waiting room with an unpaid visit, what is outstanding, and how much cash is in the drawer at shift close.
Gift vouchers
Vouchers for an amount or for a package of visits — sold at reception with a code and a gift-card PDF, or online with the code emailed once the payment is booked. The code is shown once; after that it cannot be recovered.
Memberships
Recurring monthly plans: a paid period grants the patient package credits or a wallet top-up. We never charge a card automatically — the patient pays each period with a fresh link, or a QR code at reception.
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.
Wallet and passes in the portal
The patient's money seen from the portal — balance and transaction history in My Wallet, purchased visit packages, recurring memberships and vouchers.