Summary
There are two parts to the Aiwyn system: Client Portal and Firm Portal.
Data from your practice management system flows into the Aiwyn portals in a “read-only” capacity, displaying to users accurate information based on what is available in the practice management system.
Through a near real-time connection, all client, invoice, and payment data located and maintained in your practice management system enables users of the client and firm portals to interact with and process payments towards invoices and late fees, set up payment plans, and more.
How it works: The basic Aiwyn workflow
While many configuration and workflows are possible, in general the following is the most basic workflow conducted in Aiwyn:
- Firm creates and posts an invoice in the practice management system, and sends the invoice email to a billing contact from the practice management system.
- Aiwyn intercepts the email and places the 1-click “email wrapper” on the email and sends it to the original email recipient(s)
- The client clicks the “pay invoice” button from the email and is navigated to the client portal where the invoice is immediately shown on screen.
- Client can proceed with making a payment through a variety of payment methods. They have the option to make a partial payment, however they cannot overpay an invoice.
- Upon payment, the client portal is immediately updated to reflect the payment - ensuring an invoice cannot be paid again in error.
- Firm receives immediate notification payment was made by client, and client receives an emailed receipt as well.
- Two business days after a payment is made, the payment is deposited to the firm's bank account connected to Aiwyn, and is included in the payment file emailed to the firm so that the firm can reconcile the payment back into the practice management system.
Table of contents
Chapter 5: Payment Reconciliation
Appendix: Configuration Options
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