Services is the only place where the practice says what it does and for how much. This list is the source of an appointment's duration, its price, the VAT rate on the invoice and what the patient sees in online booking.
Fill it in before you book the first appointment. A service with no price creates an appointment with no amount, and that appointment comes back to you at settlement time.
How to do it
Add a service
Add Service opens a form with three tabs: Details, Pricing and Per-practitioner.
Under Details you give the Service name (PL) — for example Physiotherapy 60 min — and the Category: Therapy, Assessment, Diagnostic, Product or Other. The Service name (EN) is optional, for English-speaking patients. The URL slug is generated from the name and goes into the booking link.
Set the duration and the buffers
Duration is the length of the appointment itself, at most 480 minutes. Buffer time adds minutes before and after — for preparing the room and for the note. The buffer blocks the calendar but is not shown to the patient as part of the appointment.
Colour makes the service stand out on the calendar grid. With five services it is decoration; with twenty it is the only way to read a day at a glance.
Give the price and the VAT
The Pricing tab: Price (gross, PLN) and VAT rate. The choices are Exempt (medical), Exempt (education), Exempt (other), 0%, 5%, 8%, 23% and Out of scope (NP).
Below the fields you see the Net / VAT breakdown.
Override the price for a specific person
The Per-practitioner tab and the Add practitioner override button. For the person you name you give their own Price (PLN) or their own Duration override (min) — an appointment with a more experienced colleague may be dearer and take longer.
An empty field means Uses service default. Reset to service default clears the override. When booking, Heltio will then show the Practitioner rate label instead of the catalog price.
Decide where the service is visible
Three independent switches:
- Active — Inactive services cannot be booked.
- Public — turned off means this service is only bookable by clinic staff.
- Online booking — turned off means patients cannot pick a date for this. Untick it for products and packages.
Retire a service without destroying the history
Archive / Delete gives you a choice. Archive: This service will be archived. Existing appointments keep their cached price and remain unaffected. Delete permanently: This service will be permanently deleted and cannot be recovered.
When something goes wrong
Some services have a price of 0 PLN. Appointments using these services will show no charge. Click a service to set its price.
What this means: At least one service has a zero price — usually a leftover from the initial setup.
Exemption reason is required for exempt VAT rates
What this means: An exempt rate was chosen but its legal basis was not given.
This slug is already in use
What this means: Another service has the same address in online booking.
Duration cannot exceed 480 minutes
What this means: More than eight hours was entered.
Sorting disabled while a filter is active
What this means: With a filter on you cannot drag rows.
Switch the filter to “Inactive” or “All” to see it again.
What this means: The service has just been hidden and disappeared from the list filtered by active ones.
Who has access
Clinic AdminOnly the administrator and the practice owner run the catalog — prices are tied to invoices and to what the patient sees. Reception and practitioners use the finished list when booking, but do not change it.
Related
- Adding an appointment — where the catalog fills in the duration and the price.
- Service pricing — the same data seen from the finance side.
- Invoices and KSeF — where the VAT rate and the exemption basis end up.
Related features
Adding an appointment
How to book a patient: click an empty spot on the calendar, or use the New Appointment button. What the warnings about a busy slot and about working hours mean.
Treatment rooms
Defining rooms with their amenities, the three modes for assigning them to appointments, clash detection and the utilisation report.
Service price list
The clinic's service catalog — price, duration, VAT rate, visibility in online booking and price overrides for individual practitioners. The calendar, invoices and packages all take their price from here.
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.