Payment Processing Guide: Adding Cards, Taking Payments, and Voiding/Refunding

This guide walks you through the essentials of managing credit card transactions — from adding a card to processing payments, and handling voids or refunds. By following these steps, you’ll streamline payment tasks, reduce errors, and save time in day-to-day financial operations.

1. Add a Credit Card to Patient Profile

1. – Open the Patient Profile.

• Click + Add Payment Card.

2. Enter the required details:

• Name on credit card
• Card Number
• Expiry Date (MM/YY)
• CVV

3. Click “Save “

Tip! Only valid cards can be saved

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2. Process a Payment

4. In the Billing section, select Payments.

5. Click Pay.

• Choose the payment method:
  • Select Pay to use a saved credit card
  • Or choose Terminal Pay if processing via a POS terminal

Paying Using A Saved Credit Card

6. Click Pay.

• From the payment method dropdown, select the saved card.
• Enter the payment amount.
• Select the outstanding invoice(s) the payment should be applied to.

7. Click Save to process the payment.

Tip! Payments processed with a saved card will display a globe icon next to them for easy identification.

Pay Using POS Terminal

8. Click Terminal Pay.

9. Enter the payment amount.

• Select the outstanding invoice(s) the payment should be applied to.
• Click Process Payment

Void or Refund a Payment

10. In the Payments list, locate the payment entry.

11. Right-click the payment (e.g., Mastercard).

• Select Void Payment.
• Confirm by clicking Yes.

Alert!
– Payments can only be voided on the same day they were processed.
– If more than 1 day has passed, you must instead process a refund.

Key Notes
– You can save multiple cards on file for a patient.
– Voided payments remain visible in history for audit purposes.
– Refunds will also be tracked in history and adjust balances accordingly.
– Always confirm invoice selection before processing a payment.