How to follow up on patient payments and instalments

To follow up on patient payments with Kyrra, reception or the doctor tells it what each treatment costs and what each patient pays, by message or voice note. Kyrra keeps what every patient owes, including instalment plans, sends you the list of dues at a time you choose, and phones patients about money owed when someone on your team asks. It doesn’t take payments or send payment links.

What goes wrong today?

A patient starts a treatment plan in three instalments. The first is paid at the chair. The second is mentioned to reception, who writes it on a slip. By the third, nobody is sure what’s been paid, and the patient has stopped coming. Asking about money feels awkward, so nobody calls. Read what a lost patient file costs a hospital.

How does it work with Kyrra?

When treatment is planned:

1. The doctor or reception says what it costs. “Ramesh Joshi, RCT and crown, 18,000, three instalments.”
2. Kyrra saves the plan and what he owes.

When money comes in:

1. Reception says it. “Ramesh paid 6,000 today, cash.” Or in Hindi: “Ramesh ne aaj 6,000 diye” (Ramesh paid 6,000 today).
2. Kyrra records the payment and updates what he owes. An instalment is marked paid only when someone says so.

Following up:

1. Each morning, if anyone owes money, Kyrra sends you the list. On a day nobody owes anything, it sends nothing.
2. Reception or the owner asks, “call Ramesh about the second instalment.”
3. After one tap, Kyrra phones him in his language, says it is your clinic’s AI assistant and why it is calling, and reports back.
4. If he says “I’ll pay on the 15th”, that becomes a reminder for reception on the 15th.

Who	Says	What Kyrra does
Doctor	“RCT and crown, 18,000, three instalments”	Saves the plan and the amount owed
Reception	“Ramesh paid 6,000 today”	Records it, updates what’s owed
Owner	“Who owes more than 5,000?”	Answers from the records
Reception	“Call Ramesh about the dues”	Phones after one tap, reports back

How do I see who owes what?

Ask any time: “who owes us money?”, “whose instalment is overdue?”, “how much came in this week?”. Or set it once: “every morning, if anyone owes money, send me the list.” You see who owes what, how late it is, what was promised and who is following up.

What does the patient hear on a call?

The voice says it is your clinic’s AI assistant and asks for the patient by name. Only once it is them, it says why it is calling. To a family member, it says the clinic will try again, without details. It never discusses anything medical beyond the visit. If the patient wants to talk to someone, it can put them through to your front desk during your hours, or says someone will get back to them. If a patient says not to call again, Kyrra stops. More in can Kyrra phone my customers or patients?

What if an entry is wrong?

Say what’s right. Payments aren’t erased: a mistake is fixed with a new entry, like a refund, a discount or an adjustment. So when a patient says “I paid that already”, the history shows what was entered, when and by whom.

How does Kyrra keep it polite and correct?

• An instalment is marked paid only when someone on your team says so.
• It calls only when someone asks, only between 10 am and 9 pm, and never again once a patient says no.
• Your billing and accounts software stays as it is.

For manufacturers, see how to follow up on customer payments. For dental clinics, see an AI assistant for dental clinics and how a single-chair dental clinic can track instalments. New to Kyrra? Read about Kyrra.