Processing a Credit Card Payment from the Calendar Appointment

Processing a Credit Card Payment from the Calendar Appointment

Overview

This article demonstrates how to process a credit card payment from the collect copay/fee feature on the appointment. This allows practices to process a credit card payment at check-in or time of service without having to wait until after the note is created and the invoice is generated to request payment.

 

To use the payment processing feature, you must first sign up for credit card processing through our partner, Nexio. Learn more about this feature and get started here: https://nex.io/partnerships/icanotesplus-lp/

 

Note: In order to process credit card payments for a client, they must have an email address entered in their chart.

 

Processing a Credit Card Payment from the Appointment

Open the Calendar and click on the appointment for which you'd like to process a credit card payment.



 

 

The Session Details window will appear. Mark the session Status as Occurred, Arrived or Checked-In to reveal the option to collect payment. If your client does not have insurance, choose "Pay without insurance" to reveal the Payment Amount field. For clients with insurance, you can choose to process payment for the Copay Due or type in Other Amount.



 

 

When ready, click Add Payment.

 

 

Choose Credit Card as the payment method and add a Description, if needed. Click Add Payment to continue.



 

Enter Card Information and Billing Information in the Make A Payment window. If you wish to save this client's card on file with the practice, check the box labeled Save card on file. You will also be able to set this as the default card on file, if desired.



 

When ready, select Review Payment to proceed.



 



Save card on file: Select this checkbox to remember the card details for future payments.
Set as default: Select this checkbox to set this credit card as a default payment method.


 

 

To proceed with processing this credit card payment, click Submit.



 

 

You will see confirmation that the payment was successfully processed. You may Print a confirmation page, if needed. Otherwise, Close the window.




Clicking the Print button downloads the pdf, you can open the pdf to print the confirmation message. 




The pdf opens as shown in the screen below. Click the print icon from the top right corner to print it.



Click the notifications bell in the application to see when a payment attempt is successful and when the payment has been successfully collected.


 

                      

Link the Appointment to the Note

In the Account Ledger, located in the Account tab of the client's chart, the payment collected from the appointment will show unapplied. You will be able to link this payment to the encounter by linking the appointment to your note.



 

 

Upon creating your note, use the Link Note to Appointment button within the work area of your note to tie the appointment and payment to the encounter.



 

Select the appropriate appointment and then click Save.



 

 

Once linked, the service code and associated charge documented in your note will show linked to the payment in the Account Ledger.

 


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.


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