Processing a Credit Card Payment from the Calendar Appointment

Overview

The Collect Copay/Fee feature allows practices to process a credit card payment from an appointment at check-in or at the time of service. This allows payment to be collected before the note is created and the invoice is generated.

To use the payment processing feature, the practice must first sign up for credit card processing through Nexio, ICANotes+'s payment processing partner.

A client must have an email address entered in their chart to process a credit card payment.

Process a Credit Card Payment from the Appointment

Open the Calendar.
Select the appointment for which the payment will be processed.
In the Session Details window, set the session Status to Occurred, Arrived, or Checked-In to display the payment collection options.
Select the appropriate payment amount:
- For a client without insurance, select Pay without insurance and enter the amount in the Payment Amount field.
- For a client with insurance, select Copay Due or enter an amount in Other Amount.
Select Add Payment.
Select Credit Card as the payment method.
Enter a Description, if needed, and select Continue.
In the Make A Payment window, enter the Card Information and Billing Information.
To save the card for future payments, select Save card on file. To designate the card as the default payment method, select Set as default.
Select Review Payment.
Review the payment information and select Submit to process the payment.

Save a Card on File

The Save card on file option saves the card for future payments. Selecting Set as default designates the saved card as the default payment method.

Confirm the Payment

After the payment is submitted, a confirmation message indicates whether the payment was successfully processed.

To print the confirmation:

Select Print on the payment confirmation.
Open the downloaded PDF.
Select the print icon in the upper-right corner of the PDF viewer.

Payment notifications are also available from the Notifications bell in the application. These notifications indicate when a payment attempt is successful and when the payment has been successfully collected.

Link the Appointment to the Note

A payment collected from an appointment appears as unapplied in the Unapplied Payments section of the client's Account tab until it is linked to the appropriate encounter.

To link the payment to the note:

Create the note for the appointment.
In the note work area, select Link Note to Appointment.
Select the appropriate appointment.
Select Save.

After the appointment is linked to the note, the service code and associated charge documented in the note appear linked to the payment in the Account Ledger.

FAQs

What status must an appointment have to display the payment collection option?
The session status must be Occurred, Arrived, or Checked-In.

Is an email address required to process a credit card payment?
Yes. The client must have an email address entered in their chart.

Can a credit card be saved for future payments?
Yes. Select Save card on file when entering the card information.

Can a saved card be set as the default payment method?
Yes. Select Set as default when saving the card.

Where does a payment appear after it is collected from an appointment?
The payment appears as unapplied in the Unapplied Payments section of the client's Account tab until the appointment is linked to the note.

How is the payment linked to the encounter?
Use Link Note to Appointment in the note work area, select the appropriate appointment, and select Save.

Where can payment notifications be viewed?
Payment notifications can be viewed by selecting the Notifications bell in the application.

Can a payment confirmation be printed?
Yes. Select Print on the payment confirmation to download the confirmation as a PDF. The PDF can then be opened and printed.

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.