Patient receivables tracker
Every invoice with money still owed, aged from its date, with the person chasing it and the date of the next call. Each follow-up is logged with its outcome, and what it collects comes off the balance.
Download
FreeNo sign-upDownloads directlyExcel and Google Sheets
What is inside
| Settings | Branches, the staff who follow up balances, channels, outcomes, and the date balances are aged to. |
|---|---|
| Balances | Patient code, name, phone, branch, invoice number, date, total and what was paid at the visit. Collected since, balance, days outstanding, age bucket and an overdue flag are worked out; you set the next follow-up, the owner and the status. |
| Follow-ups | Each call, WhatsApp message or visit: date, invoice, channel, outcome, promised date and amount, and any amount collected. |
| Summary | Balances by age bucket and by branch, money collected this month, promises not yet due, the 20 largest balances and the follow-ups that are late. |
How to use it
List the balances
One row per invoice with money owed, from your billing system.
Give each one an owner
And a date for the next follow-up.
Log every contact
Channel, outcome, any promise and any payment.
Work the summary
Start with the oldest bucket and the overdue follow-ups.
Who it is for
Clinics where patients pay in instalments or leave a balance after treatment, and the reception or accounts staff who chase it. It opens on 85 sample open balances. Twelve are more than 90 days old, and all twelve belong to the North branch, which the branch columns in the summary make plain.
Questions
Does it work in Google Sheets?
Yes. Upload it to Google Drive and open it with Google Sheets. It uses SUMIFS, COUNTIFS, INDEX, MATCH, LARGE and EOMONTH, which both handle.
Can I change the currency?
Yes. Pick it once on the Settings sheet.
Why is there an "as of" date?
So the sample keeps its story: ages are counted to 30 September 2026. Clear the date on Settings and the workbook counts to today.
Is my data stored anywhere?
No. The file is yours, on your computer or your own Drive. Nothing you type reaches Medicolize. Patient names and phone numbers stay on your device.
Balances that follow the patient
In Medicolize the balance sits on the patient file, balances by age are one screen, and a payment link sent to the patient lands against the invoice it settles. Thirty minutes on your own clinic.