Overview

This article explains how to process a credit card payment directly from a client’s Account Ledger. This feature allows your practice to securely collect copays, fees, or outstanding balances using a credit card.

Prerequisites

• You must be enrolled in credit card processing through our partner, Nexio.

• To learn more and get started, visit: 

  Nexio Partnership Page

Step 1: Generate a Note with a Service Charge

Before processing a payment, a note with an associated service code and charge must exist.

1. Navigate to the client’s chart.

2. Create a new note (e.g., Progress Note).
   

3. Under PN Part 2, add a Service Code:

   • Click Enter to add the code.

   • If the billing rate does not populate automatically, type it manually in the Charge field.

   • Learn more about setting up practice codes and billing rates.
     
     

4. (Optional) If the client has portal access, click Generate Invoice to share the invoice to the portal.
   
   

5. Click Done to save and close the window.

Step 2: Process a Credit Card Payment from the Account Ledger

1. Navigate to the client’s chart.

2. Click Account in the top bar.

3. Expand the Account Ledger panel.
   
   

4. If your note is not compiled:

   1. Click the Filter icon. 

   2. Select Filter > Clear to remove the filter.

   3. Review the ledger to see all notes (both in progress and finished).
      
      
      
      

5. From the Actions menu, select Add Payment or Adjustment.
   
   

6. Complete the required fields:

   • Transaction Type: Client Payment

   • Amount: Enter the payment amount

   • Source: Credit Card

   • Date: Defaults to today’s date

   • Posted: Defaults to today’s date

   • Transaction Code: Auto-populates as Account Payment

   • Start and End Date:

     • To apply the payment to a single date of service, enter the same date in both fields.

     • To apply the payment to multiple dates, enter the earliest and latest dates of service. Payment will apply to the oldest charge first.
       
       

7. Click Continue.

8. Review the Payment Amount and Account Balance.

9. Choose a payment method:

   • If a card is on file: Select the card and click Review Payment.
     
     

   • If no card is on file:

     1. Click Add Credit/Debit Card.
        
        

     2. Enter the Card Information and Billing Information.

     3. Click Review Payment.
        
        

10. Review the payment details (amount, method, and date).

11. Click Submit Payment.
    
    

12. A confirmation page will display when the payment is successfully processed.

    • Click Print to print the confirmation.

    • Click Close to return to the client’s chart.

FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.