How to Send Automatic Billing Reminders to Patients?
Automate pharmacy billing with Ferbz's WhatsApp reminders
As a pharmacy owner in a Tier 2 city in India, you understand the importance of timely billing and reminders to patients. However, managing this process manually can be a daunting task, especially when dealing with a large number of patients and prescriptions. Let's consider a scenario: you own a pharmacy in a bustling city, with over 500 patients visiting your store every month. Out of these, at least 200 patients are on chronic medication, requiring regular refills. You have a team of two pharmacists and one assistant, who spend a significant amount of time every day calling or messaging patients to remind them about their refills. This process is not only time-consuming but also prone to errors, as your team may miss calling some patients or send reminders to wrong numbers.
Assuming your team spends at least 2 hours every day on reminder calls, that's 60 hours per month, or approximately 15% of your team's total working hours. Moreover, you also have to spend time generating and sending invoices to patients, which can take up to 45 minutes every night, using Excel or other manual tools. This not only takes away from your core business activities but also leads to revenue losses when patients forget to pick up their refills. According to industry estimates, pharmacies can lose up to 20% of their revenue due to missed refills. In your case, this translates to a loss of ₹50,000 per month, considering your average monthly revenue is ₹2.5 lakhs.
The problem is further complicated by the need to comply with GST regulations, which require you to generate and send invoices to patients, with the correct GST rates and HSN codes. For instance, most medicines attract a 12% GST rate, while essential medicines like insulin and oral rehydration salts are exempt from GST. Medical devices and equipment, on the other hand, attract a 12% GST rate. Your team needs to be aware of these rates and codes to ensure accurate billing and avoid any penalties.
How Pharmacy Owners Manage This Today
To manage billing reminders and invoices, you can follow these steps:
- Create a patient database using Excel or a paper register, with columns for patient names, contact numbers, prescription details, and refill dates.
- Assign a team member to call or message patients every day, using the database to keep track of refill dates and patient contacts.
- Use WhatsApp groups or individual messages to send reminders to patients, making sure to include the prescription details and refill dates.
- Generate invoices manually, using Excel or a paper register, and send them to patients via email or WhatsApp.
- Keep track of GST rates and HSN codes, using the GST website or consulting with a tax consultant, to ensure accurate billing and compliance with regulations.
However, this manual process has limitations. For instance, your team may miss calling some patients or send reminders to wrong numbers, leading to missed refills and revenue losses. Moreover, generating invoices manually can be time-consuming and prone to errors, especially when dealing with multiple GST rates and HSN codes. You also need to ensure that you are filing your GST returns on time, with the correct invoices and payment details. As per GST regulations, pharmacies with a turnover above ₹40 lakhs need to file their GST returns every month, with GSTR-1 due by the 11th of the following month and GSTR-3B due by the 20th.
How Ferbz Solves This
Ferbz's WhatsApp billing reminders feature can help you automate the process of sending reminders to patients, saving your team's time and reducing errors. With Ferbz, you can set up automatic reminders for patients, using their contact numbers and prescription details. The system will send reminders to patients via WhatsApp, with the correct prescription details and refill dates. This replaces the need for manual calls or messages, saving your team at least 2 hours every day.
Ferbz also helps you generate and send invoices to patients, with the correct GST rates and HSN codes. The system can handle multiple GST rates and codes, ensuring accurate billing and compliance with regulations. For instance, if you are selling a medicine that attracts a 12% GST rate, Ferbz will automatically generate the invoice with the correct GST amount. You can also use Ferbz to track your sales and revenue, with daily, weekly, and monthly reports, helping you make informed decisions about your business.
Frequently Asked Questions
To set up automatic billing reminders, you need to create a patient database in Ferbz, with columns for patient names, contact numbers, prescription details, and refill dates. You can then set up the reminder feature, using the patient database to send reminders to patients via WhatsApp. Ferbz's support team can help you with the setup process, ensuring that you are up and running in no time.
Get Started with Ferbz
To get started with Ferbz, you can sign up for a free trial on our website, using the link https://dashboard.ferbz.com/. Our support team will help you set up the system, including the patient database and reminder feature. You can also contact us at support@ferbz.com, for any questions or assistance. With Ferbz, you can automate your billing reminders, generate accurate invoices, and track your sales and revenue, all in one place. Sign up for a free trial today and see the difference for yourself!
Stop doing billing manually.
Let Ferbz handle it.
WhatsApp refill reminders, bulk GST invoicing, expiry tracking, and purchase order management — all in one app designed for Indian pharmacy owners.
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