.avif)
The ClinicSense Practitioner’s Glossary
Running a clinic comes with its own language full of acronyms, documentation standards, and industry jargon. For new practitioners, students, or clinic owners, these terms can feel overwhelming.
That’s why we created this Practitioner’s Glossary. It’s a resource to bring clarity to the most common words and phrases you’ll encounter when running your practice.
Understanding these key terms isn’t just about definitions.
It’s about knowing how they shape patient care, compliance, billing, and day-to-day operations. With this knowledge, practitioners can make smarter decisions, build stronger businesses, and deliver better care.
Use this glossary as your go-to reference whenever you come across a term you’re unsure of. Each entry explains what it means, why it matters, and how it connects to tools you can use in your practice.
.avif)
Billing & Finance Terms
Financial Management & Reporting
Billing & Finance Terms
Understanding billing and finance terms helps clinics stay profitable and keep operations running smoothly. These terms cover invoices, payments, and financial tracking that every clinic needs.
Money a clinic is owed for services already provided but not yet paid for.
Tracking accounts receivable keeps cash flow steady and ensures invoices and balances don’t get overlooked.
ClinicSense, with Square integration, makes it easy to track payments, record balances, and accept online payments.
The schedule a clinic follows to send invoices and collect payments.
Keeps revenue predictable and helps track reimbursements, balances, and cash flow.
ClinicSense makes billing easier with tools for tracking payments, patient balances, and invoicing.
The process of creating and sending bills for services provided.
Keeps payments clear, professional, and easier to track.
ClinicSense simplifies invoicing with built-in tools for receipts, payments, and patient records.
The amount a client still owes after services have been provided.
Tracking balances ensures clinics get paid and keeps cash flow steady.
ClinicSense simplifies invoicing and payments, making it easier to prevent outstanding balances.
The system used to collect and manage payments from clients.
Ensures clinics receive payment quickly and securely.
ClinicSense simplifies payment processing with invoicing, receipts, and Square integration for card payments.
Accounts Receivable
Accounts receivable is the money a clinic is owed for services already provided but not yet paid for. In simple terms, it’s the outstanding balance that clients or insurers still need to settle after an appointment. This can include open invoices, late payments, or claims waiting to be processed.
Why it matters
Healthy cash flow keeps a clinic running. When payments are delayed, it becomes harder to cover rent, payroll, or supplies. Accounts receivable gives you a clear picture of money owed so you can follow up and stay on track financially. Managing invoicing and balances also reduces the stress of wondering when you’ll be paid. Many small clinics don’t have a billing department, so staying organized is key to keeping the business steady and profitable.
How ClinicSense helps
ClinicSense has Square integration to make payments seamless. Clients can pay at the time of their visit or even pay online when they book, if you choose to allow it. You can log payments, track outstanding balances, and generate reports in one place.
.svg)
Billing Cycle
A billing cycle is the regular schedule a clinic uses to send out invoices and collect payments for services. It often runs monthly but can vary depending on the clinic and the type of care provided.
Why it matters
Staying on top of billing cycles helps keep revenue predictable. It also ensures patients understand when to expect a bill and when payment is due. Without a clear process, payments can be delayed, leading to cash flow problems. In clinics that use direct billing to insurance providers, the billing cycle is tied to submitting claims, tracking reimbursements, and managing patient balances. Even small clinics that rely on direct payments need a routine cycle for invoicing and record keeping.
How ClinicSense helps
ClinicSense simplifies the billing process. Payments can be recorded at the time of service, and outstanding balances are easy to track. With Square integration, patients can pay in person or online. Reports help you see trends and stay on top of revenue without extra paperwork.
Invoicing
Is the process of billing clients or patients for services. An invoice includes details like services rendered, cost, and payment terms.
Why it matters
Clear invoicing ensures clinics get paid on time and clients understand what they owe. It adds professionalism and creates a paper trail for bookkeeping or disputes. Without invoices, payments can be missed or confused.
How ClinicSense helps
ClinicSense makes invoicing easy. Practitioners can generate invoices quickly, connect them to patient records, and send receipts. Invoices can also link to online payment options, making it convenient for clients to pay.
Outstanding Balance
An outstanding balance is money a client still owes after receiving services. This could happen if payment was delayed, if insurance covered only part of a visit, or if invoices haven’t yet been settled.
Why it matters
Tracking outstanding balances is key to keeping cash flow steady. Missed or late payments can disrupt revenue, making it harder for clinics to cover expenses. For small practices without billing departments, unpaid balances can quickly add up. Having a clear system to monitor and follow up on balances helps ensure nothing falls through the cracks.
How ClinicSense helps
ClinicSense simplifies the process of handling payments and invoicing. Clients can pay at the time of service or online when booking. Invoices are easy to create and send, helping clinics prevent balances from building up and making follow-ups less stressful.
Payment Processing
Payment processing refers to the steps a clinic takes to collect money for services. It may involve cash, checks, credit cards, or online payments. A good system makes paying easy for clients and keeps transactions secure.
Why it matters
Reliable payment processing ensures steady cash flow. Without it, clinics risk delays, errors, or even lost payments. Secure systems also protect sensitive financial data. For clients, smooth payment options improve the experience and reduce barriers to care.
How ClinicSense helps
ClinicSense simplifies payment processing with built-in invoicing, receipts, and Square integration. Clients can pay at the time of service or online when booking. This flexibility reduces admin work and ensures payments are tracked properly.
