Add-On Charges

Add-on charges let you bill for services not included in a patient’s membership, such as lab work, procedures, or dispensed medications.

While DPC memberships cover most primary care services, some items fall outside the membership fee. DPC Pro allows you to create one-time add-on charges for labs, in-office procedures, medications, supplies, or any other billable service. These charges are billed to the patient’s payment method on file separately from their recurring membership.

This page covers how to create add-on charges, apply them to a patient’s account, and track payment status. Clinicians can initiate charges during a visit (see Writing Visit Notes for documenting the associated care), and managers or staff can add them from the billing section.

Add-on charges appear on the patient’s billing history, on the patient timeline, and are included in your practice’s revenue reports.

Service Categories

DPC Pro organizes add-on services into categories for easier management and reporting:

Category	Use for
Lab Work	Blood panels, urinalysis, cultures, and other lab tests
Procedure	In-office procedures (sutures, joint injections, skin biopsies)
Medical Supply	Dispensed medications, medical devices, supplies
Telehealth Visit	Telehealth visits billed separately from the membership
Membership Add-on	Supplemental services added to a membership (e.g., weight management program)
Other	Anything that does not fit the above categories

Create an Add-On Service

Before you can charge a patient, you need to set up the service in your practice’s service catalog.

Navigate to Billing → Services.
Select Create New Service.
Enter the Service Name (e.g., “Comprehensive Metabolic Panel,” “Suture Removal”).
Add an optional Description.
Set the Price.
Select the Category from the dropdown.
If the service is taxable, check Taxable.
Select Save.

The service is now available for use when creating charges. You can create as many services as your practice needs.

Edit or deactivate a service

Navigate to Billing → Services.
Select the service you want to edit.
Update the name, description, price, or category.
To stop using a service without deleting it, uncheck Active.
Select Save.

Deactivated services no longer appear in charge dropdowns but remain in your records for historical invoices.

Filter and search services

From the Billing → Services list, you can:

Search by service name
Filter by category: Lab Work, Procedure, Medical Supply, etc.
Filter by status: show only active services

Apply a Charge to a Patient

Quick charge

The quick charge workflow lets you bill a patient for a service in a few steps:

Navigate to Billing → Quick Charge.
Select the Patient from the dropdown.
Choose the Service to charge for.
Set the Quantity (default: 1).
Add optional Notes describing the charge.
Choose whether to Send invoice to customer (enabled by default).
Select Submit.

DPC Pro creates an invoice for the charge amount (price x quantity) and, if enabled, sends it to the account holder responsible for the patient.

Create a detailed invoice

For more control over the charge, create an invoice directly:

Navigate to Billing → Invoices → Create Invoice.
Select the Patient.
Optionally select a Service to auto-fill the amount.
Enter or adjust the Amount Due.
Set the Due Date.
Add optional Notes visible to the account holder.
Select Save.

The invoice is created in Draft status. From the invoice detail page, you can:

Send the invoice to the account holder
Record a payment against the invoice
Void the invoice if it was created in error

Saved Charge Templates

Your service catalog acts as a library of saved charge templates. Each service you create stores the name, description, price, and category so you do not need to re-enter this information for each charge.

Building your service catalog

Organize your catalog by category for fast access:

Lab Work: create entries for each lab panel or test you commonly order
Procedures: create entries for each in-office procedure with its standard price
Medical Supplies: create entries for medications and supplies you dispense
Telehealth Visits: if you charge separately for telehealth, create a service for it

Pricing consistency

When you use a service from the catalog, the price auto-fills on the charge form. You can override the price on individual charges without changing the catalog entry. This is useful for:

Volume discounts for a specific patient
Adjusted pricing for employer groups
One-time promotional pricing

Tracking and Receipts

Invoice statuses

Status	Meaning
Draft	Created but not yet sent to the account holder
Sent	Delivered to the account holder’s email
Viewed	The account holder has opened the invoice
Paid	Payment received in full
Overdue	Past the due date with an outstanding balance
Cancelled	Voided: no payment expected
Refunded	Payment was refunded to the account holder

View charge history

From Billing → Invoices, filter by status, date range, or search by patient name to find specific charges. Each invoice shows the associated patient, service, amount, and payment status.

Record a manual payment

For payments received outside the system (cash, check, or external card reader):

Open the invoice detail page.
Select Record Payment.
Enter the Amount.
Choose the Payment Method: Cash, Check, Card (Manual), or Other.
Optionally enter a Reference (check number, etc.).
Add any Notes.
Select Submit.

Process a refund

Navigate to Billing → Transactions.
Select the transaction to refund.
Select Refund.
Enter the refund Amount (leave empty for a full refund).
Choose the Reason: Requested by Customer, Duplicate, Fraudulent, or Other.
Add optional Notes.
Select Submit.

The refund processes through the original payment method. Partial refunds are supported.

Need Help?

If you run into issues with add-on charges, reach out to the DPC Pro support team at [email protected] or visit the troubleshooting guide.