Skip to content
wholistic. private practice
ComplianceMedical aid billing and invoicing

Medical billing software for South African private practice.

Wholistic is medical billing software for South Africa, built for therapists who bill cash clients, medical aids or both. Create the invoice from the session, track the claim until it is settled, and see what you are owed at any time. This is Compliance, one of Wholistic’s three pillars, the way it should feel: correct by default, with no extra admin.

Start 1 month free trial See how it works

1 month completely free · then R68/month · every feature included

DemoMedical aid billing and invoicing: a quick tour

  • Cash and medical aid

    Invoices with ICD-10 and tariff codes, discount and VAT.

  • Claim tracking

    Every claim has a stage, with Fix and resubmit when one is rejected.

  • Remittances

    Enter a remittance advice once and it updates every claim on it.

  • Payment reminders

    Three reminder steps for clients, and a chase email per scheme.

01

Billing software for therapists: cash and medical aid invoices

Create an invoice from a session, or use “Invoice today’s sessions” to draft the whole day after a review list. Invoices carry your letterhead, signature and declaration, and are numbered with no gaps. Every change to an invoice is recorded in a history that can’t be edited or deleted.

  • Cash and medical aid invoices, with ICD-10 and tariff codes
  • Discount and VAT
  • Your letterhead, signature and declaration
  • PDF and print, with numbering that has no gaps
  • An invoice history that can’t be edited or deleted
App screenshotBilling software for therapists: cash and medical aid invoices

02

Medical aid claims software that follows each claim to the end

Each claim moves through stages, so you always know where it stands. If a claim is rejected, fix and resubmit it. If the scheme won’t pay, bill the client. Claims where the scheme pays the member are handled too. Submission and resubmission deadlines turn red 14 days before they pass.

  • Stage tracking for every claim
  • Fix and resubmit, or Bill the client
  • “Scheme pays the member” claims
  • Claim deadlines (4 months to submit, 60 days to resubmit) turn red 14 days before
App screenshotMedical aid claims software that follows each claim to the end

03

Remittances and payments without the spreadsheet

Enter a remittance advice once and it pays, part-pays or rejects each claim on it. Client payments are just as flexible, and a plain-language explainer shows the difference between voiding an invoice and writing it off.

  • One remittance advice updates every claim on it
  • Part payments, and one payment across several invoices
  • Overpayments kept as client credit, and refunds
  • Duplicate-payment warnings
  • Void or write off, with the difference explained
App screenshotRemittances and payments without the spreadsheet

04

A To do list for your money

The invoicing To do screen starts with what you are owed. Below that it lists what needs action: sessions not yet invoiced, drafts to send, rejected and short-paid claims, schemes to chase and clients to remind.

  • Sessions not yet invoiced, and drafts to send
  • Rejected and short-paid claims
  • Schemes to chase, and clients to remind
  • Client balances, with each client’s reminder history
App screenshotA To do list for your money

05

Quotes, expenses and reports

Billing covers more than sessions. Quote for talks, workshops and assessments, and turn the quote into an invoice in one click. Record expenses with a photo or PDF of the receipt, and use the reports to see how the practice is doing.

  • Quotes for talks, workshops and assessments, turned into an invoice in one click
  • Expenses with receipts, categories and monthly repeats
  • Reports: owed, overdue, invoiced, collected and written off
  • Income against expenses, and collected by who paid
App screenshotQuotes, expenses and reports

06

An export your accountant can use

Choose the period and the contents, then download the export or email it to your accountant. Client names are off by default, and diagnosis codes are never included.

  • Choose the period and contents
  • Download it, or email it from the app
  • Client names off by default
  • Diagnosis codes never included
App screenshotAn export your accountant can use

The Compliance pillar

Compliance that gets you paid

Billing is where South African private practice gets complicated: schemes, codes, remittances and deadlines. The Compliance pillar builds those rules into the invoice itself, so each invoice follows the right workflow for cash or medical aid, and each claim is tracked until it is settled.

Every invoice follows the right workflow. Every claim is tracked until it’s settled.

Reminders and messages

What gets sent, and what stays with you

Billing emails go out from your own Gmail, with wording you can edit. Choose automatic sending, or review and send each one by hand.

Automatic emails (sent on weekday mornings)

  • 1st payment reminder
  • 2nd payment reminder, with a statement attached
  • Final notice
  • Medical aid chase: one email per scheme, listing its unanswered claims

Settings

  • Days between each reminder step
  • What to attach: the invoices, a statement, or nothing
  • A minimum balance below which no reminder goes out
  • How long to wait before the first scheme chase, and how often to repeat it

Manual emails

  • Invoice to a client, and claim to a medical aid
  • Statement and receipt
  • “Send a reminder now” for one client
  • “Send payment reminder to all outstanding accounts”
  • “Chase all outstanding medical aid accounts”

Follow-up records and in-app prompts

  • Log a call, message or email you sent yourself
  • Record a promise to pay, with the date, or snooze an invoice until later
  • After the final notice, the client is listed to contact another way or write off
  • A repeating expense asks whether to add this month’s

Questions

Medical aid billing and invoicing: common questions

Straight answers about what this feature does, and what it doesn’t.

Start 1 month free trial
Is Wholistic medical aid claim submission software?

Wholistic prepares the claim with the right codes and emails it to the medical aid from your own Gmail. It then tracks the claim’s stage, deadlines and payment. It is medical aid billing software, not a switching service that submits claims through a clearing house.

Does it work as psychologist billing software if I only see cash clients?

Yes. Cash and medical aid invoices follow separate workflows. If you never bill a scheme, you can use plain reusable line items and ignore the claims screens entirely.

What should the best billing software for therapists do?

It should create the invoice from the session, keep an unbroken number sequence and a full history, track what is owed, and remind clients for you. For South African practices it also needs to handle medical aid claims, remittances and resubmissions.

I’m looking for insurance billing software for therapists. Is this it?

In South Africa, health insurance billing is medical aid billing. Wholistic is medical aid claims software for South Africa: it handles scheme details, ICD-10 and tariff codes, claim stages and remittance advices.

Can I stop reminders for a client who has promised to pay?

Yes. Record a promise to pay with the date, or snooze the invoice until a later date. You can also set a minimum balance below which no reminder is sent.

Free resources

Templates and guides to use today

Free to download, with no sign-up. Use them in your practice whether or not you use Wholistic.

Guides

It all connects

Features that work with this one

Enter it once. Use it everywhere. Each part of Wholistic feeds the others, so nothing is typed twice.

Free trial

Understand your private practice.

Be one of the first practitioners on Wholistic. Your first 1 month is completely free, so you can test the software in your own practice — then it’s the founders price of R68/month, with every feature included.

Start 1 month free trial
  • 1 month completely free
  • Built around South African private practice
  • Built by practitioners
  • Every feature included