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Cashier User Manual & Billing SOP

Welcome to the Cashier & Billing Desk Standard Operating Procedure (SOP) manual for Medzit NexHealth HMS. This manual provides step-by-step UI instructions for searching patient bills, processing payments (Cash, Card, UPI, Insurance), collecting advance deposits, and printing GST-compliant tax invoices.

Daily Operational Workflow Overview​

TASK 1: Step-by-Step SOP - How to Collect Payment & Issue Receipt​

Objective​

To collect payment for outpatient consultation, laboratory tests, pharmacy orders, or inpatient charges and generate an official receipt.

Required Role Permission​

  • Role: Cashier, Accountant, or Hospital Admin

Step-by-Step UI Execution Instructions​

Step 1: Search Patient Invoice​

  1. Log in to the Billing Portal (https://nh-docs.medzit.in/billing).
  2. On the main Billing Desk screen, enter the patient's UHID (e.g. UHID-2026-00192) or Mobile Number in the quick search bar.
  3. Select the active pending invoice from the list and click [Open Checkout].
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UI Screenshot - Billing Search & Invoice Workspace
Shows UHID search field, active pending invoices list, total amount due breakdown, and checkout button.

Step 2: Select Payment Method & Enter Payment Details​

Form Field / ButtonInput Value / ActionDescription
Payment ModeDropdown (Cash / Credit Card / UPI Razorpay / Bank Transfer)Select customer's preferred payment mode
Amount ReceivedDecimal (e.g. $100.00)Enter exact amount paid by customer
Reference / Transaction IDText (Required for Card/UPI)Enter POS Terminal Approval Code e.g. TXN-984920
Advance Deposit BalanceAutomatic DisplayDisplays available patient deposit balance if applicable

Step 3: Execute Payment & Print GST Invoice​

  1. Verify the total amount received matches or exceeds the due amount.
  2. Click [Process Payment & Print Invoice].
  3. The system will mark the invoice status as PAID and trigger thermal printer / PDF generation.

TASK 2: Step-by-Step SOP - How to Collect Patient Advance Deposit​

  1. Navigate to Billing Desk -> Select Advance Deposits.
  2. Search patient by UHID.
  3. Click + Add Advance Deposit.
  4. Enter Deposit Amount (e.g. $500.00), select Payment Mode, and click [Issue Deposit Receipt].
  5. The deposit balance will automatically become available for auto-deduction during IPD billing.

Common Mistakes & Troubleshooting​

  • ❌ Transaction ID Missing: For Card or UPI payments, never leave the Reference ID blank; it is required for daily bank audit reconciliation.
  • ❌ Duplicate Invoice Printing: If the printer jams, click [Reprint Receipt] from the invoice history tab instead of re-processing the payment.
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