Overview

This article explains how to request online payments from clients in ICANotes+. You will learn how to generate an invoice, send a payment request, and how clients can complete their payments. Online payments are processed through our partner, Nexio.

Prerequisites

Before requesting payments:

1. Nexio Account: Your practice must be signed up for credit card processing through Nexio.

2. Service Code Short List: Practice Owners must configure a Service Code Short List in Practice Settings.
   
   

3. Clinical Billing Rates: Individual users must set their billing rates in Revenue Cycle Management.
   
   

4. Client Email: Ensure each client has a valid email address in their chart to receive payment requests.

Tip: Setting up Service Codes and Billing Rates before generating invoices ensures accurate billing and smooth payment requests.

Step 1: Create a Note and Add a Service Code

1. Open the client’s chart and create a new note.

2. In the Service Code field, press Enter to select the appropriate service code.

3. Verify that the billing rate is correct for the encounter.
   

Step 2: Generate an Invoice

1. In the note, click Generate Invoice.
   
   

2. When the invoice is generated, you will see the following options:

   • View Invoice

   • View Superbill

   • Request Payment
     
     

Step 3: Request a Payment (from a Note)

1. After generating the invoice, click Request Payment.

2. If your practice is not yet set up for online payments:

   • Practice Owners will see a message prompting them to request more information.
     
     

   • Other users will see a message instructing them to contact their Practice Owner.
     

3. If online payments are active, a preview of the payment request email appears.

4. Click Request Payment to send the request.

Step 4: Request a Payment (from Invoicing in Billing)

1. Go to the client’s chart.

2. Select Account > Invoicing.

3. Locate the invoice, click the three dots icon, and select Request Payment.
   
   

Step 5: Verify or Add Client Email Address

• If the client’s chart does not contain an email address, you will be prompted to add one before proceeding.

• Once a payment request is sent, a date and timestamp will display in the Request Payment Date column in Invoicing.
  
  

Step 6: Client Receives Payment Request

1. The client receives an email with a Pay Now option.

   • If the client uses the Portal, they can also sign in to view their account details.
     
     

   • If the client does not use the Portal, the email will only include the Pay Now link.
     
     

   • If the client does not receive the email, advise them to check their spam folder.

2. When the client clicks Pay Now, they are directed to the secure payment system.

Step 7: Client Completes the Payment

1. The client confirms their Account ID and Date of Birth, then clicks Next.
   
   

2. On the Payment Amount screen, the client chooses to pay either the Total Balance or an Other Amount.
   
   

3. On the Payment Information screen, the client enters:

   • Name

   • Card Number

   • Expiration Date

   • Security Code

   • Country, Address, City, State, Postal Code
     
     

4. The client scrolls (if needed) and clicks Review Payment.
   
   

5. After reviewing, the client clicks Submit Payment.

6. A confirmation message appears with a Reference Code. The client can print the receipt.

Step 8: How Payments Are Applied

Payments greater than or equal to the client’s balance are applied to charges in this order:

1. Oldest charge with a balance.

2. Newest charge with a balance.

Step 9: View Updated Payment Information

• Payments display itemized in the Account Ledger.

• To access the ledger, click the Account button in the top bar of the client’s chart.

FAQs 

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

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