Healthcare payment software for practices, hospitals, and billing teams
Pay vendors, mail patient refunds, and print checks from one platform. Built for HIPAA-regulated AP teams and reviewed with an audit trail.
- Print and mail checks for vendor AP – USPS or overnight FedEx
- Pay by ACH, wire, credit card, or virtual card
- Positive Pay, approval chains, and timestamped audit logs
OnlineCheckWriter.com, powered by Zil Money, is a financial technology company and not a bank. Banking services are provided by our partner bank, Member FDIC. FDIC insurance applies only to eligible products associated with those that have funds held in accounts at the partner bank, subject to applicable limits and requirements.
$1M+
Business Accounts
22,000+
Financial institutions integrated
20M+
Checks Processed
24/7
Real-time protection
OnlineCheckWriter.com is a service of Zil Money Corporation, a financial technology company, not a bank. Banking services are provided through our partner bank, Texas National Bank, Member FDIC. See full disclosure at page footer.
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Trusted by medical practices, hospitals, dental groups, and billing companies across the US. Metrics reflect cumulative totals to date and are not independently audited.
Healthcare AP Carries Risk that General AP Software Ignores.
Payment vendors can trigger HIPAA violations
OCR collected $9.9M across 22 HIPAA enforcement actions in 2024. Missing BAAs are cited in many of them.
Refunds and vendor checks still travel by mail
Hospitals still mail 30-40% of vendor payments. A weekly post office trip is not a scalable AP workflow.
Audit trails fall apart during OCR review
Signature logs and timestamped registers become evidence. Spreadsheet-driven AP cannot produce this on demand.
What OCW Does About it
SOLUTION 1
Certified security stack with HIPAA, NIST 800-53, and ISO 27001 controls in place. In addition, confirm BAA scope with our team during demo.
SOLUTION 2
Check printing and mailing stay in the platform. USPS mail from $1.25 per check. Also, FedEx overnight is available for urgent refunds.
SOLUTION 3
Every check, ACH, and wire routes through your approval chain. Then, timestamped logs export for OCR or audit review.
From Bill Received to Check Mailed or Payment Sent – Four Steps in One Platform.
Which Healthcare Team Do You Run?
Medical and dental practices
You’re an office manager or practice administrator. As part of that role, you cut vendor checks for supplies, equipment, and rent. Each month, you also mail patient refunds. Whether you manage a single location or a small multi-provider group, vendor payments, patient refunds, and payroll stay in one dashboard.
Hospitals and health systems
You’re a finance director, controller, or hospital CFO. At that scale, your AP runs thousands of vendor payments per month, and Positive Pay is required on every check. In addition, approval chains escalate to finance leadership. Finally, department-level tagging keeps your auditors happy at year-end.
Medical billing companies and MSOs
You run AP on behalf of multiple practice clients. Each client needs its own books and approval list. User access controls keep Practice A’s data separate from Practice B’s. Per-client reports export for every monthly statement.
What You Can Do in One Platform
Your AP runs on check operations, with digital rails standing by for vendors who need them.
Check printing
Print on blank check stock using any standard printer. MICR line, signatures, and practice seal include
Check mailing
We print, fold, stamp, and mail via USPS. Vendor or patient gets the check; you never touch an envelope.
Overnight check mailing
FedEx next-business-day for urgent refunds, emergency contractor payments, or late vendor settlements.
Positive Pay
Every check you print submits to your bank’s register for fraud matching before it clears. Some banks charge extra for Positive Pay.
Bulk patient refunds and vendor payments
Upload a CSV, print or mail hundreds of checks, reconcile back to your general ledger.
User access and approval chains
Role-based permissions for AP clerks, approvers, and finance leadership. Every action timestamps into the audit log.
Beyond Checks – When Vendors Prefer Digital
Some healthcare vendors now require ACH, wire, or virtual card. For those workflows, ZilMoney – same parent company, same Texas National Bank, same compliance stack – handles the digital side. As a result, you stay on OCW for check operations and switch to ZM whenever the rail needs to change.
Compliance and Audit Evidence
OCW’s controls are aligned to HIPAA, ISO 27001, NIST 800-53, ISO 20000, ISO 9001, and CCPA frameworks. Active certificates and current control documentation are posted on our certifications page. Partner bank is our FDIC-member partner bank; all banking services run through partner bank.
For Positive Pay, fraud risk is reduced – not eliminated. In addition, your bank may charge separately. For BAA coverage and PHI handling scope, please request terms during your demo. Finally, customer funds receive FDIC pass-through coverage subject to proper account titling and record-keeping.
From demo to first check in about a week
DAY 1
Request demo and scoope BAA. rtger r tertr r ert er rtret
Day 2–3
Set up your account, users, approvers, and GL mapping.
Day 4–5
Integrate with QuickBooks, Xero, or Sage.
Day 6–7
Print your first batch of checks.
Pricing
Monthly plans start at $5. Per-check USPS mailing is $1.25. FedEx overnight and volume plans are priced separately. See the current pricing page for plan details and bulk discounts for hospitals and billing companies.
All plans subject to the OnlineCheckWriter.com Terms of Use – see onlinecheckwriter.com/terms-of-use for full terms, fee conditions, and billing policies.
Common Questions
Is OCW HIPAA-compliant for medical practice payment workflows?
Yes. OCW holds HIPAA certification and uses ISO 27001 and NIST 800-53 controls. Our team can scope a Business Associate Agreement during demo if your workflows involve PHI. For pure vendor payments with no PHI, the conduit exception may apply - confirm with your compliance lead.
Can I mail patient refund checks without handling the envelope myself?
Yes. Upload a refund list or create the check in OCW. We print, fold, envelope, and mail via USPS for $1.25 each. FedEx overnight is available for urgent refunds. Tracking numbers sync back to your dashboard so you can answer patient calls quickly.
Does OCW integrate with Epic, Athenahealth, or other practice management systems?
OCW integrates directly with QuickBooks, Xero, Sage, Zoho Books, and FreshBooks. For Epic, Athenahealth, Kareo, or DrChrono, confirm integration scope with our team during your demo. Some PMS integrations run through QuickBooks or Xero as the middle layer to reach your general ledger.
How does Positive Pay work for a hospital running hundreds of checks per week?
When you print a check in OCW, its details submit to your bank's Positive Pay register automatically. Your bank matches presented checks against this register and flags any mismatch. Positive Pay reduces fraud risk but does not guarantee prevention, and some banks charge extra.
Can multiple users review and approve checks before they go out?
Yes. OCW supports role-based user access with approval chains. AP clerks enter, approvers review, and releasers sign off. Every action timestamps into an audit log that exports for HHS or OCR review. Segregation of duties is the default, not an upgrade.
Our billing company serves 12 practices. Can each client's AP stay separate?
Yes. OCW supports multi-entity accounts where each practice client operates in its own dashboard space. Users and approvers are scoped per client. Reports export per client for monthly billing and audit review. Role permissions keep AP staff from seeing other clients' data.
What does OCW pricing look like for a multi-location medical group?
Monthly plans start at $5. Per-check USPS mailing is $1.25, FedEx overnight is priced separately, and bulk check volume qualifies for enterprise pricing. Request a healthcare demo and we'll scope a plan around your practice count, check volume, and integration needs.
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