Managing Billing
Your billing workflow: monitor payments daily, handle failures promptly, run reports regularly, and keep your revenue healthy.
As a practice manager, you have full access to DPC Pro’s billing features: memberships, invoices, payments, failed payment recovery, reports, and credits. This page provides a manager-focused overview of billing operations and links to the detailed feature documentation for each area.
Consistent billing oversight prevents revenue leakage and keeps your patients’ memberships in good standing.
Your Billing Dashboard
Section titled “Your Billing Dashboard”The billing dashboard is your financial command center. Navigate to Billing to see:
| Metric | What to Watch |
|---|---|
| Active Memberships | Overall panel size. Trending up or down? |
| Past Due Memberships | Failed payments currently in recovery. Needs daily attention |
| Monthly Recurring Revenue (MRR) | Your projected monthly income from active memberships |
| Outstanding Balance | Total unpaid invoices. Should stay close to zero |
The dashboard also shows overdue invoices, recent transactions, active payment plans, and payment processing status.
For the full dashboard reference, see Billing Reports and Revenue Visibility.
Daily Billing Tasks
Section titled “Daily Billing Tasks”Check for Failed Payments
Section titled “Check for Failed Payments”- Navigate to Billing → Failed Payments.
- Review any new failures. Each entry shows the account holder, amount, failure reason, and how long it has been past due.
- For recent failures, DPC Pro’s automatic notification schedule handles outreach. Monitor the progress.
- For failures older than a week, consider manual intervention:
- Retry the charge if you believe the issue is resolved.
- Send a reminder to prompt the patient to update their payment method.
- Waive the payment if your practice policy allows it.
Review Recent Transactions
Section titled “Review Recent Transactions”Navigate to Billing → Transactions to confirm that payments are processing normally. Look for:
- A consistent volume of successful transactions
- Any unexpected failures or refunds
- Transactions pending settlement
See Payment Processing and Receipts for details on transaction statuses and settlement timing.
Managing Memberships
Section titled “Managing Memberships”Monitor Membership Health
Section titled “Monitor Membership Health”Navigate to Billing → Membership Report to view:
- Active memberships by plan type
- MRR by plan
- Memberships expiring within 30 days
- Past-due memberships
Handle Cancellations and Changes
Section titled “Handle Cancellations and Changes”When a patient needs to change or cancel their membership:
- Navigate to the account holder’s profile.
- Follow the steps in Cancellations and Membership Changes.
- Review proration settings and effective dates.
Work with Family Memberships
Section titled “Work with Family Memberships”Family memberships cover multiple patients under one account holder. Adding or removing dependents affects the covered patient count and may change billing.
See Family Memberships and Managing Families for the full workflow.
Manage Employer Group Plans
Section titled “Manage Employer Group Plans”If your practice offers employer-sponsored memberships, see Employer Group Plans for setup and management.
Late Fees and Payment Plans
Section titled “Late Fees and Payment Plans”Configure Late Fees
Section titled “Configure Late Fees”If your practice charges late fees on overdue payments:
- Navigate to Billing → Settings → Late Fees.
- Enable late fees and configure the fee type (flat amount or percentage), grace period, and warning email settings.
See Handle Failed Payments for the full late fee configuration.
Set Up Payment Plans
Section titled “Set Up Payment Plans”For patients with larger outstanding balances, create a payment plan to spread the debt over scheduled installments. Payment plans can be configured with custom frequency, minimum payment, and duration settings.
See Handle Failed Payments for payment plan configuration.
Running Financial Reports
Section titled “Running Financial Reports”Revenue Report
Section titled “Revenue Report”- Navigate to Billing → Revenue Report.
- Set a date range to review revenue for a specific period.
- Compare month-over-month trends to spot growth or declines.
Membership Report
Section titled “Membership Report”- Navigate to Billing → Membership Report.
- Review active membership counts, plan distribution, and expiring memberships.
- Use this report weekly to catch churn early.
Compliance Reports
Section titled “Compliance Reports”- Navigate to Compliance → User Access Report to monitor who is accessing patient data.
- Navigate to Compliance → Patient Access Report to review all access to a specific patient’s records.
- Navigate to Compliance → Audit Log for a searchable log of all system actions.
For full report documentation, see Reports and Analytics and Billing Reports.
Exporting Data
Section titled “Exporting Data”For external accounting, tax preparation, or record-keeping:
- Access the Stripe Dashboard through Billing → Stripe Dashboard for payout reports and 1099 tax documents.
- Use the Data Export feature for practice-level data exports.
Add-On Charges and Credits
Section titled “Add-On Charges and Credits”Add-On Charges
Section titled “Add-On Charges”For services outside the membership (lab work, procedures, supplies):
- Create an add-on charge from the patient’s billing section.
- See Add-On Charges for the full workflow.
Account Credits
Section titled “Account Credits”To apply credits for overcharges, goodwill, or promotional offers:
- Navigate to the account holder’s profile → Credits.
- Select Add Credit and enter the amount, type, and description.
- Credits are applied to invoices on a first-in, first-out basis.
See Billing Reports for details on credit management.
Related Pages
Section titled “Related Pages”- Quick Start for Practice Managers: initial setup
- Daily Operations: your daily routine
- Creating and Managing Plans: plan configuration
- Individual Memberships: individual enrollment details
- Handle Failed Payments: recovery workflows
- Billing Reports and Revenue Visibility: financial reporting
- Payment Processing and Receipts: transaction details
Need Help?
Section titled “Need Help?”If you have billing questions, reach out to the DPC Pro support team at [email protected] or visit the troubleshooting guide.