What is PatientFi?

PatientFi is a patient financing solution that integrates seamlessly with Aesthetic Record, allowing your patients to pay for treatments over time with flexible payment plans. This integration helps practices increase accessibility to treatments while ensuring prompt payment through PatientFi's streamlined approval process.

For all transactions using Galderma products, a 0% processing rate is available.

Disclaimer: To qualify for waived fees, practices must have a Galderma buy-in to unlock savings for one full year and use the ASPIRE x Aesthetic Record integration.

Key Benefits

Increased Treatment Accessibility: Patients can afford larger treatment packages through flexible financing

Quick Approval Process: Fast patient enrollment and approval system

Seamless Integration: Works directly within your existing Aesthetic Record checkout workflow

Comprehensive Reporting: Full integration with Business Insights for tracking and reconciliation

Savings: Practices using Galderma products receive 0% processing towards transactions.

DISCLAIMER: To qualify for the waived fees with Galderma, a Galderma buy-in is required to unlock the savings for one full year.

Practice Enrollment Process

Step 1: Enable the Integration

Navigate to Settings → Integrations → PatientFi

Toggle the integration ON

Click the "Register on PatientFi" link to complete enrollment

Step 2: Complete PatientFi Registration

The link will direct you to PatientFi's enrollment portal
Complete all required enrollment details and documentation
Wait for approval from PatientFi

Step 3: Activate Integration

Once approved, your Aesthetic Record account will automatically be integrated with PatientFi.
Return to Settings → Integrations → PatientFi in Aesthetic Record
Select the clinic you want to connect to PatientFi
Save

Patient Enrollment Process

For New PatientFi Users

From the patient's profile, navigate to Patient Wallet
Click "Enroll" under the PatientFi section
Add the patient's phone number
The patient will receive an SMS invitation
Patient completes enrollment on PatientFi, including:
-Personal Information
-Agreement to Terms and Conditions
Upon approval, the patient will see a "Congratulations" screen
The approved amount will display in the AR patient wallet

For Existing PatientFi Users

The "Reload" button will be visible

The current approved amount displays in the wallet

Patients can refresh their available balance as needed

Using PatientFi at Checkout

Payment Process

Select Payment Method: Choose PatientFi during checkout
Send Payment Request: System sends request to PatientFi
Patient Receives SMS: Patient gets checkout link via text
Choose Payment Plan: Patient selects preferred payment terms in PatientFi
Finalize Transaction: Patient completes down payment and confirms plan
Process Complete: Transaction automatically processes in AR

Important Notes

Invoice Status: Invoices show "Pending Payment" until PatientFi approval

Minimum Amount: Each clinic has a PatientFi-set minimum transaction amount

Partial Payments: PatientFi can be combined with other payment methods

Tips Included: PatientFi payments automatically include any tips

Zero Balance: The PatientFi option appears greyed out if the patient has $0 available balance

Reporting and Tracking

Sales Summary Reports

PatientFi transactions appear in several key reports:

Total Sales Report & Deposit Slip Report

Processing fees included in the "Processing and Business Fees" line item

Payment Method Net Report

Shows PatientFi as a separate payment method

Displays net amounts collected

Payment Methods Report

Located under Sales → Payments & Liabilities Reports

Separates PatientFi processing fees as line items

Important Reporting Notes

PatientFi line items appear in all reports regardless of integration status

Processing fees are tracked separately for accurate reconciliation

All PatientFi transactions sync with the existing Business Insights structure

Limitations and Considerations

Transaction Restrictions

No Refunds/Voids: Invoices paid exclusively through PatientFi cannot be refunded or voided in AR

Minimum Amounts: Each practice has a $200 PatientFi-determined minimum transaction requirement

Pending Status: Transactions remain pending until PatientFi approval is received

Best Practices

Patient Education: Inform patients about the PatientFi process before treatment
Enrollment Timing: Encourage patient enrollment before appointment day for smoother checkout
Balance Monitoring: Regularly check the patient's PatientFi balances during consultation
Staff Training: Ensure all staff understand the approval and payment process