Business Challenge
The client’s billing process was fragmented across multiple tools. Payment collection, invoicing, and subscription renewals were managed separately using third-party platforms, spreadsheets, and manual follow-ups. As the business expanded, the following challenges emerged:
- High rate of missed payments due to lack of automated reminders
- No support for recurring billing with flexible pricing models
- Delays in invoice generation and insurance co-pay processing
- Limited visibility into revenue data and payment trends
- Regulatory concerns regarding PCI-DSS, HIPAA, and GDPR compliance
- No centralized platform for finance teams to manage or report payment flows
The client needed a custom solution tailored to healthcare operations — one that securely handled diverse payment methods, automated routine processes, and integrated with existing telehealth and patient management tools.
Solution
The client runs a digital health platform that combines therapy sessions, wellness plans, and general health services, all of which involve recurring and one-time payments. Before the project, payment handling was fragmented—patients were billed through different tools, and staff had to manually reconcile transactions with insurance co-pays and session records.
We helped streamline this by developing a payment system that fits how the business already operates. Patients can now pay for subscriptions, individual sessions, or bundled services through their preferred method—card, bank transfer, wallet, or insurance. Payment reminders are triggered automatically so staff no longer have to follow up manually.
Since many services are subscription-based, we included flexible billing cycles and built tools for managing refunds, discounts, and failed transactions. Finance teams can track payments and generate reports without switching between systems. Patients see all their billing history in one place and can make changes to payment methods directly in the portal.
The platform integrates with the client's EHR, CRM, and accounting software so that payment data stays in sync with clinical and customer records. Compliance was a core requirement, so the system includes safeguards for HIPAA, GDPR, and PCI-DSS to ensure security across all transactions.
Key features include:
- 💳 Multi-Method Payment Processing – support for cards, ACH, wallets, and insurance payments
- 🔄 Subscription & Recurring Billing – flexible billing cycles for memberships and treatment plans
- 🧾 Invoice & Co-Pay Management – auto-generated invoices and seamless insurance co-pay workflows
- 🔔 Automated Reminders & Notifications – alerts to reduce missed or failed payments
- 🔐 Data Security & Compliance – full adherence to HIPAA, GDPR, and PCI-DSS standards
- 📊 Financial Reporting & Analytics – dashboards for tracking revenue, refunds, and billing trends
- ⚙️ Pricing & Discount Management – support for coupons, tiered pricing, and service bundles
- 🔗 Seamless Integration – sync with EMR/EHR, telehealth apps, CRM, and accounting systems
- 👥 Role-Based Access Control – admin control panel with modular permissions
Project Stages
Requirements Gathering: Conducted workshops with finance, operations, and compliance teams to identify needs and constraints
Platform Design: Designed patient-facing interfaces and backend tools for finance admins and providers
Custom Development: Built core modules for payment capture, subscription logic, reporting, and integrations
Compliance Validation & Launch: Completed internal audits for HIPAA/PCI and rolled out to 3 regional instances
Business Outcomes
- 40% reduction in overdue payments within the first 3 months of deployment
- 100% of patient invoices are now automatically generated and tracked
- 3x increase in subscription plan adoption due to automated renewals
- Elimination of manual reconciliation between payment platforms and accounting
- Full alignment with HIPAA, GDPR, and PCI-DSS compliance requirements
Technologies Used
Vue.js: Responsive UI for patient portal and finance dashboards
Django (Python): Backend architecture with modular payment and compliance logic
PostgreSQL: Structured storage of transaction history and billing records
REST & GraphQL APIs: Integration with EHR, CRM, and external accounting tools
AWS: Secure cloud hosting and automated backup for sensitive financial data
Need a Similar Solution?
Want to streamline healthcare payments, manage recurring billing, or connect billing with your EHR or wellness app? We build secure, compliant payment platforms tailored to the digital health space. Let’s talk!
