Veona Integrations

What this is

Veona Integrations is the facility’s bridge to the outside services that money and operations depend on — payment gateways, insurance-payer endpoints, the accounting package your accountant already uses, and the physical clock-in devices on the wall. Nothing here is a clinical record; it is the adapter layer that connects Veona to third parties.

It is built on a BYOK model — bring your own key. Veona does not resell payments or claims processing; each facility plugs in its own provider accounts (its own Paystack/Flutterwave merchant account, its own payer endpoints, its own accreditation numbers). Those credentials are stored encrypted per tenant and are never returned to the screen once saved.

Key terms used on this page, each defined again where it first appears:

• Patient wallet — a stored-value balance held against a patient. It is topped up through a payment provider and then spent against that patient’s invoices, so a cashier never re-takes a card for each visit.
• Diaspora top-up link — a single shareable web link, with no login and no app, that a relative abroad can open to add money to a patient’s wallet.
• Payment provider — the gateway that actually moves the money: Paystack (card/bank), Flutterwave, or mobile money.
• Claim — a bill for treatment, sent to an insurance payer for reimbursement. An e-claim (electronic claim) is one submitted to the payer’s system rather than on paper.
• HMO — a Health Maintenance Organisation (a private insurer); NHIS — a National Health Insurance Scheme.
• NHIA — the National Health Insurance Authority of Ghana; CLAIM-it is its provider portal for uploading standardised e-claims.
• Eligibility — a real-time check that a member’s insurance is active and what it covers before you treat or bill.
• ERA / remittance — the payer’s reply to submitted claims: what they approved, adjusted, denied, and paid.
• Time-attendance — staff clocking in and out on a physical device (Veona supports ZKTeco clocks); this is staff payroll attendance, not patient biometrics.
• Accounting export — a balanced double-entry journal of your billing, posted to an external accounting package (QuickBooks, Sage, Zoho Books) so figures are never re-keyed.

Who uses it

Roles below are the integration roles. Access is deny-by-default.

• Cashier — reads the surface and charges: starts a wallet top-up, pays an invoice from a wallet. Does not configure providers or submit claims.
• Billing Clerk — everything the cashier does plus managing diaspora top-up links.
• Billing Manager — the full surface: configures providers and their encrypted credentials, submits claims, checks eligibility and ingests remittance, and runs the accounting export.

Staff time-attendance is an Admin/payroll capability — registering devices and mapping enrolments is privileged config. The Administrator holds every integration capability.

Note

Configuring a provider and its credentials is deliberately privileged. A leaked payment key or payer secret has no MFA or session to revoke behind it, so only the billing-manager / admin surface can set or rotate one — and a saved secret is write-only (you can replace it, never read it back).

Editions

Veona Integrations is a paid, entitled module — it is not in the always-free base set. A real facility is provisioned with the surface locked until the platform projection flips the purchased module on; only then do the Integrations screens appear in the left rail. An unentitled facility cannot reach any Integrations function.

Screens

The Veona Integrations work surfaces:

• Wallets & Diaspora — the cashier’s day-to-day surface: look up a patient, top up and spend their wallet, and create or revoke diaspora top-up links. The accounting export panel also lives here.
• HMO/NHIS Claims — configure payer endpoints, check member eligibility, submit drafted claims, generate the NHIA Ghana e-claims batch, and ingest a remittance document.
• Staff Attendance — register ZKTeco time-attendance devices, map device enrolments to staff, and review daily hours-worked-vs-roster records.

There is also a public diaspora top-up page reached only through a generated link (no login) — covered below.

Provider credentials, messaging-channel routing (SMS / WhatsApp / USSD) and email From-branding are configured in Settings → Payments & integrations, not on the Integrations screens themselves.

How the patient wallet works

You rarely re-take a card for every visit. On Integrations → Wallets & Diaspora:

1. Search for and select the patient. Their wallet opens, showing the current balance, total topped up, and total spent.
2. Top up — choose a provider (Paystack, Flutterwave or mobile money), enter an amount, and start the charge. For card/bank the patient is taken to the provider’s hosted payment page; for mobile money you enter the payer’s phone. The balance reflects the top-up once the provider confirms.
3. Pay an invoice from wallet — enter an invoice number and amount; the balance is drawn down and a real receipt is recorded against the bill (no external gateway is touched for this — it spends existing balance).
4. The recent activity ledger lists every top-up and spend with the running balance.

How diaspora top-up links work

A relative abroad rarely has a Veona login. A diaspora link lets them pay anyway:

1. On Wallets & Diaspora, pick the patient, give the link a label that contains no patient details (e.g. “Mum’s care fund”), choose a provider, and create the link.
2. The link is shown once — copy it immediately and share it. It is tokenised and carries no PHI beyond the label you chose.
3. The relative opens the link in any browser: no login, no app. They see only the facility name and the label, enter an amount and their email for a receipt, and are taken to the provider’s hosted checkout. Their payment lands in the patient’s wallet.
4. You can revoke a link at any time from the existing links table; a revoked link stops accepting top-ups.

How HMO/NHIS electronic claims work

On Integrations → HMO/NHIS Claims (a Billing-Manager surface):

1. Payer endpoints — add each payer and how you reach it: a REST endpoint for true electronic submission (with its URL and an encrypted auth value), or None for a payer with no electronic channel, which exports the claims for manual lodgement instead.
2. Member eligibility — pick a payer and enter the member/scheme number to check, in real time, whether the member is covered.
3. Submit claims — paste the claim numbers (the CLM-… references raised in Billing) and submit. Outcomes are honest: each claim comes back submitted, acknowledged, rejected, exported or failed. Claims for a no-endpoint payer are exported for manual lodgement and later manually acknowledged.
4. ERA / remittance — paste the payer’s remittance document; Veona posts it to the billing remittance ledger and settles each claim line.

Caution

Veona never fakes a successful submission. A payer with no electronic endpoint produces an export for manual lodgement plus a manual-acknowledge step — the claim state always reflects what truly happened with the payer.

NHIA Ghana e-claims (CLAIM-it)

For facilities in Ghana, the Claims screen generates the standardised NHIA Claim XML (v8.6) batch for upload to the CLAIM-it provider portal:

1. Save your NHIA provider accreditation number (and optional e-claim authorisation number) once.
2. Select the NHIA payer and the claim numbers to include, then generate the batch. Veona builds the schema-valid XML, downloads it for upload to CLAIM-it, and moves the included claims to Submitted (with a skip report for any claim it could not include, e.g. one lacking a coded diagnosis).
3. When CLAIM-it returns a feedback (vetting) file, ingesting it updates each claim’s status.

How the accounting export works

So your accountant never re-keys figures, the accounting export panel (on Wallets & Diaspora) posts your billing as a balanced journal to an external package:

1. Configure an accounting provider (QuickBooks, Sage or Zoho Books) in Settings → Payments & integrations.
2. Choose the journal — Revenue (invoices issued) or Receipts (payments received) — and a date window.
3. Preview the journal to see the balanced debit/credit lines before anything is sent.
4. Post to ledger sends the batch to the provider; the recent exports table records each batch, its document count, total, and posted/failed status with the provider reference.

How staff time-attendance works

On Integrations → Staff Attendance (Admin/payroll):

1. Register a device by serial number. A push key is shown once — set it on the device and point the device’s push URL at Veona, sending the key in the X-Device-Key header. You can rotate the key or disable a device later.
2. Map enrolment → staff links a device’s enrolment id to a staff member so their punches feed rostering and payroll.
3. Attendance records show, per day and per staff member, first-in, last-out, hours worked, rostered hours and the variance.

Follow the trail

• How-to journey: Veona Integrations — Wallets, Claims & Attendance
• Related modules: Veona Bill (the claims and invoices that feed here) · Veona Finance (the native books)