Cards on file

Who can do this: Owners, Office Managers, Billing and Front Desk.

Cards on file belong to a patient, so there’s no list of them. Open the patient card, click Collect, and choose Card on File. (From the Patients list or Messages, use ⋮ → Take a payment → Card on File.)

The Charge a card on file window lists the patient’s saved cards, with the brand, last four digits, expiry, and how it was authorized: Patient signed or Staff attested.

Save a card

Patient at the desk or on the phone:

1. Under Add a card, click Enter the card here.
2. Enter the card number, expiry (MM/YY), CVV, ZIP and name on card.
3. Tick the box confirming the patient authorized you to keep the card on file and charge it for future balances. This is recorded against your account.
4. Optionally, enter an amount under Collect a payment now to take today’s balance at the same time. Leave it blank to only save the card.
5. Click Save card on file.

Patient not here:

1. Under Add a card, pick Text or Email and click Send a link instead.
2. The patient adds their card and signs on a secure page. The card then shows up with Patient signed.

To see what the patient sees, read What your patient sees when they save a card. The patient signs: “I authorize {office} to keep this card on file and charge it for balances I owe, including after my visit. I understand I can ask the office to remove this card at any time.”

The line under the button shows where the link will go. If text isn’t available, the office has no texting number or the patient has no mobile on file. The link expires after a while, so send a new one if the patient waits too long.

Charge a saved card

1. Pick the card. The default card is selected for you.
2. Enter the Amount and an optional Description (optional), for example “balance after insurance”.
3. Tick We’re charging this without the patient asking only when that’s true, such as a no-show fee or a balance left after insurance. It changes who is held responsible if the charge is disputed.
4. Click Charge.

You can also use a saved card from Virtual Terminal: once you pick the patient, their card on file is selected. See Take a payment.

Remove a card

1. Click Delete next to the card.
2. Confirm with Remove card. The patient would have to add it again.

Caution

If a payment plan charges that card, you’re warned first: This card is still in use. If you click Remove anyway, those plans stop charging until someone enters a new card on each one. See Payment plans.