Heltio has no separate screen for someone who arrives without a booking. You create the appointment exactly as you would any other — in the calendar — and the whole difference starts with the money: you take it straight away, at the desk, by a QR code on the patient's phone or on the reception device.
How to do it
Create the appointment in the calendar
Click an empty spot in the grid and fill in the new-appointment form — patient, service, time. If the person is not in the records yet, create them first. The whole procedure is in adding an appointment.
Check the arrival in
Go back to Reception and use Check in in the Arriving soon column. The person moves into the waiting room and the practitioner sees that somebody is waiting.
Open Charge now
In the calendar right-click the appointment and choose Charge now…. The entry appears only when the practice has online payments enabled, you have the permission to take payments, and the appointment is scheduled, confirmed, in progress or completed.
Set the amount and the mode
The Charge now dialog has an Amount field with the hint Defaults to service price and a Delivery mode choice:
- Patient's phone (QR) — a code on the reception screen, which the patient scans with their own phone.
- Kiosk on this device — this device goes through to Przelewy24 and the patient pays on it.
You confirm with Continue.
Wait for confirmation
With the QR code, a Show this QR to the patient dialog opens with the caption Waiting for payment…. Once the money comes through, Paid ✓ appears and the dialog closes itself. If the camera cannot read the code, use Copy link and send the address to the patient. A failed or abandoned attempt ends with Payment failed or cancelled and a Try again button.
With the kiosk mode chosen, this device comes back after payment to a Payment received or Payment did not complete screen with a Back to calendar button.
Or take cash or card
If the practice has no online payments, take the money manually. The Payment button next to a person in the waiting room opens Visit settlement; the Manual payment section takes Cash, Card terminal and Bank transfer, and a Voucher is settled by code. The save is confirmed with Visit fully settled. or — for a part payment — Payment recorded. with the remaining amount.
When something goes wrong
Online payments are disabled for this clinic.
What this means: The practice does not have online payments enabled, so the QR code and the kiosk do not work.
Online payments can't be turned on yet — this clinic's payout account has not passed verification (KYC).
What this means: The payment provider has not finished verifying the practice, so the switch cannot be turned on.
This appointment is already paid.
What this means: The full amount for this appointment has already come in — at booking, or from a second desk.
Cannot charge a cancelled appointment.
What this means: The appointment has been cancelled, so there is nothing to charge for.
Cannot charge a no-show appointment via Charge now.
What this means: The appointment is marked as a no-show. A no-show fee is set by the practice policy, not by this button.
This appointment is awaiting initial payment. Wait for it to confirm or cancel.
What this means: The booking is waiting on the result of a payment made earlier — two parallel attempts to pay for the same appointment are refused.
The payment did not complete. The slot is unchanged.
What this means: The patient interrupted the payment, or the provider declined it.
On the tablet in the waiting room, a person without a booking is pointed to the desk: Prefer in person? Come to reception — we're happy to help. The kiosk deliberately does not create appointments on its own.
Who has access
Clinic Admin Receptionist PractitionerAny of these roles can take the money. Refunds are reserved for the practice owner and administrator, and so are enabling online payments and verifying the payout account.
Related
- Adding an appointment — how an appointment gets into the calendar.
- Reception dashboard — checking in and the waiting room.
- Cash desk — where this payment turns up.
- In-app payments — payment modes and deposits.
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.
Reception dashboard — the waiting room and the working day
One screen for a whole shift at the front desk: who is already waiting, who to call in, who is seeing patients today, which online bookings came in and how much money has come through.
Cash desk — closing the shift
The Payments screen under Billing: how much has come in since morning, who still has to be charged, who is in arrears and how much cash is left in the drawer at the end of the shift.
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.
Przelewy24 — online payments
The patient pays for the visit when booking, and the money goes to the clinic's account through Przelewy24. It takes two steps: a verified payout account and online payments switched on.