How wawa transforms billing and payments for fertility clinics

There are a few big common problems finance teams face today:

• Disconnected systems lead to manual billing and a lower billing rate.
  • Some clinics have appointment data in one system and payment data in another. This can result in a big gap between admin and finance team and a big mess in terms of which events are billed for and which are not.
  • Manual billing takes a long time and often you won’t manage to bill for all billable events. Both are painful for your bottomline.
• Manual payment reminders by email or snail mail result in a low collection rate
  • Chasing patients manually with ad hoc emails or even snail mail is not a great solution.
  • With classic systems clinics can’t tell whether an invoice has been received and opened which can easily result in miscommunication with patients and slows down collection.
  • A clinic we recently spoke with reported a collection rate of only 50% on their cryo storage payments. They missed out on almost $100,000 per year. Pure profits down the drain. That’s painful. On top of that, they were paying $100,000 per year for their existing cryo billing solution meant to solve the problem. Double painful…
• Limited payment options detract from the patient experience
  • Often payment systems are part of the clinics EMR system which offers limited payment options for patients. Typically limited to bank transfers or old systems which is not great for patients. Patients are modern consumers with higher standards.
  • For some clinics, the manual billing makes recurring payments impossible which blocks for popular payment models such as subscription based cryo-storage.
  • Typically, the old payment options also include an obscure payment process which reduces the collection rate. In fact, 4 in 10 consumers will not pay their bill if they cannot understand the administrative experience.
  • Limited alternatives also increase the price of transactions for both clinics and patients.

wawa fertility: The future of financial management for fertility clinics

With wawa fertility OS, we help clinics overcome these challenges.

Our platform connects every aspect of your clinic’s financial operations—from patient billing and payments to cryo storage management and revenue tracking—into one cohesive and powerful system.

Built on a foundation that seamlessly integrates with clinical workflows, wawa fertility ensures that every financial transaction is accurate, timely, and fully aligned with patient care processes.

This integration eliminates the common financial bottlenecks and inefficiencies that plague many clinics.

wawa connects your clinical workflows with your billing which ensures you bill for all events

Because wawa handles transactions end-to-end from when the appointment is booked, to when it is billed and pay for all within the same system we have a complete picture with clean data that is easy to work with. We also integrate with your accounting systems, such as Xero or Quickbooks. You can read the details about how wawa fertility OS helps you manage billing and payments here.

The result is your team spends much less time on chasing payments, cleaning data and other financial admin tasks. And we improve the financial performance of your clinic.

Get a clear overview of all appointments and whether they have been invoiced or not

4 ways wawa fertility enhances financial efficiency

If the benefits of wawa fertility’s all-in-one financial management platform sound abstract, here are some concrete ways our product transforms the financial operations of a fertility clinic:

1. Automated financial processes: Every time a patient begins a treatment cycle, wawa fertility automatically generates the corresponding invoices and schedules payments. For recurring services like cryo storage, the platform automates the entire payment lifecycle, from invoicing to reconciliation, ensuring no payments are missed and reducing administrative workload. Automation increases your billing rate. And automatic reminders directly to the patient’s phone increase collection rates. Both wonderful for your bottomline.
2. Real-Time reconciliation and collections: wawa fertility provides real-time updates and reconciliations across all payment channels. Whether it’s credit card payments, direct bank transfers, or insurance reimbursements, all financial data is synchronised and visible in a single dashboard. This transparency ensures that collections are managed efficiently, and any discrepancies are quickly identified and addressed.
3. Customizable billing and payment structures: With wawa fertility, clinics can easily create and manage customised billing and payment options tailored to different services or patient groups. Whether you need to set up tiered pricing for various treatments or handle complex insurance claims, our platform adapts to your clinic’s specific financial needs. Finally, we typically find our clinics to save significantly on their transaction fees when changing from their traditional payment options.
4. Integrated financial insights: wawa fertility consolidates all financial data into one smart dashboard, linking it with operational and patient data. This integration allows clinics to gain actionable insights into their financial performance, such as identifying trends in revenue, tracking unpaid invoices, or analysing the ROI of different services. With this information at their fingertips, clinic financial teams can make informed decisions that drive growth and efficiency.

Why wawa fertility is the financial management solution for your clinic

wawa fertility isn’t just about making financial operations more efficient—it’s about transforming how fertility clinics manage their finances to unlock new growth opportunities.

By automating routine financial tasks, integrating billing with patient care, and providing real-time financial insights, wawa fertility boosts the clinics financial performance and enables clinics to focus on what matters most: delivering exceptional patient care and strategically growing their practice.