Bulk-Billing to Mixed Billing: Cashflow & Finance Plan for Clinics Changing Their Model in 2025

Cashflow and finance plan for clinics moving from bulk billing to mixed billing – Switchboard Finance

🩺 mixed billing transition · Whitecoat Hub · Updated Jan 2026

Bulk-Billing to Mixed Billing (2025): Clinic Cashflow Bridge Plan

Updated Jan 2026. The goal is boring: keep wages, rent, and suppliers covered while patient behaviour adjusts. Set the buffer first, then change fees.

Start here for the full Whitecoat roadmap: Medical Professionals & Asset Finance · and the buffer lens: Whitecoat Clinic Cashflow Safety Net. For upgrades later, the clean “money page” is Low Doc Asset Finance.

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60-second bridge plan (do this before you change fees):

• Choose the “timing” lane first: Business Line of Credit or Working Capital Loans.
• Run the transition in 3 phases (below) and track weekly, not daily.
• Delay big upgrades until the new normal is stable — then finance equipment in a clean structure.

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1) Set the buffer before you announce the change

Most clinics don’t fail the transition — they get squeezed in the first 6–8 weeks. A small buffer facility keeps the rollout calm.

Buffer rules (keep it clean):

• Size it to fixed costs (rent, wages, key suppliers) — not a guess.
• Use it for timing gaps only (not new spending).
• Keep upgrades separate (don’t mix “ownership” and “timing”).

Real-life example: A 3-GP clinic set a modest buffer first. Bookings dipped for 5–6 weeks, but payroll stayed on time and the change stuck.

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2) Roll out mixed billing in 3 phases (and what to watch)

Don’t judge the change on one day. Judge it on weekly billings and front desk friction.

Phase	What you change	What usually happens	What to measure weekly
Phase 1 (2–4 weeks)	Long consults + selected services only	Short visits drop first	Weekly billings + DNAs
Phase 2 (4–8 weeks)	Clear gap-fee rules + signage + scripts	Admin load rises, then settles	Queue time + payment follow-ups
Phase 3 (8–12 weeks)	Refine fees + rosters + session mix	New “normal” starts	Wage % of billings + rooms utilised

Real-life example: A clinic dropped consult volume early, then weekly billings lifted once the fee rules were consistent and staff stopped “making exceptions”.

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3) Upgrade after the new normal (not during the messy months)

Prove the model first. Then upgrade with confidence.

Upgrade timing (simple):

• 0–3 months: only “must-have” workflow fixes.
• 3–6 months: stabilise rosters + sessions.
• 6–12 months: upgrade rooms/equipment (clean structure, clean story).

Real-life example: A practice waited 4–6 months post-change before financing imaging upgrades, so repayments landed after revenue stabilised.

Summary

Clinics: build the buffer first, then change fees, then upgrade. Keep the “system” view via Business Cashflow System and keep the pathway clean through Whitecoat Pack.

If you’re planning equipment upgrades once mixed billing is stable, anchor back to Low Doc Asset Finance.

Talk to a Broker Check Eligibility

FAQ

Risk Will mixed billing change my Borrowing Capacity? +

Receipts What should I track in Accounts Receivable after the switch? +

Evidence Why do lenders ask for Bank Statements even if the clinic is profitable? +

Tax Does mixed billing change anything for BAS? +

Approval What helps keep Approval Criteria “clean” during a clinic transition? +

Disclaimer: This content is general information only and isn’t financial, legal, or tax advice. For tax reference, see ato.gov.au.