Taking a payment online can be done if you are signed up with our integrated merchant system through MP Group.
Here are the ways to run a credit/debit card transaction online.
Entering Card Information into HQ via E-Payments
Credit Card (E-Payment) will process the credit card through HQ’s API. This means the card will be charged in real-time, and the funds will be collected and deposited into your clinic’s bank account. The client will receive an email receipt (if they have an email on file).
Deposits
When scheduling internally, staff have the option to collect the deposit payment by entering the card number right into HQ. Deposits are collected and applied to appointments for Public Clients only.
When creating the appointment, the deposit will be applied on the last screen: Step 3 Confirm Appointment.
1) On Step 3, click the green Add Deposit button.
2) Choose the payment type as Credit Card (E-Payment)
3) Enter the card details: card number, expiration, security code, and billing address are all required fields. If the client has previously been to your clinic and was sent an e-Pay request where they vaulted their card, staff can choose to make the deposit using a vaulted card or add a new card. Most clients will not have a vaulted card.
4) Enter the deposit amount for each animal being scheduled for this appointment.
5) Click the blue Charge Deposit button. Here the system will run the transaction and the client will be charged right then.
Making an E-Payment for a DepositDirect
When collecting a payment to apply to an appointment or volume client invoice, staff can enter a transaction directly into HQ to charge a card.
For Public Client payments, there are two places staff can go to make the online payment.
Option A) Edit the appointment and go to the Financial tab.
Option B) Go to Accounting > Public Apply Payment. From this screen, you can only see appointment from today and back. Not future appointments. This is a great place to make payment if the public client has more than one animal with a balance owed.
For Volume Client payments, go to Accounting > Volume Apply Payment.
No matter where you are in HQ, making the E-Payment will be the same and it is easy!
1) Choose payment type E-Payment
2) Enter the client’s card details – card number, expiration, security code, and billing address are all required fields. If it is a public client, you may see the option to use a vaulted card.
3) Add any payment notes if you need and then click the blue Make Payment button. The client’s card will be charged right then.
Processing online with E-Payment Sending an E-Pay Request to Public Clients
A common practice is for a clinic to require a deposit during scheduling but collect the remainder due the week of surgery or day of. By utilizing the e-Pay request you can expedite the check in or check out – whichever time you typically collect payments. This tool is only for Public Clients only. The e-Pay request can be sent at any time: before, during, or after an appointment. To send the request, simply click the icon. An email will be sent to the client for ALL animals with an outstanding balance due for that same visit date.
You will notice the e-pay request as a credit card icon next to the public client’s name on the Check In/Checkout screen or on the Financial tab within an appointment.
1) Click the credit card icon to receive the option of sending a payment request.
2) Once done, a green banner will appear across HQ indicating the request was sent successfully and the icon will turn yellow.
3) The client will receive an email with the outstanding balance of all animals for this visit date. They will click the Make Payment in the email, enter their card information, and submit the payment. The client cannot pay a partial amount. They are only given the option to pay in full through the payment request.
4) When the client pays, the card icon will turn either green or red and the balance due will drop to $0. This will be recorded as a credit card “Online” transaction when looking at the payment details in HQ.
Read more about e-Pay and Vaulting HERE.
Payment details screen for an e-Pay RequestVolume Client Portal (VCP) Pay
Learn how to bill a Volume Client HERE.
When an invoice is generated, the volume client will have the ability to review and pay online by logging into their Portal.
1) Volume Client must log into their Portal at portal.clinichq.com.
2) There the VC will click Invoices.
3) Review the invoice. Select which invoice(s) to pay for. Then, click Bulk Pay.
4) A pop up will appear for the VC to enter their card information. The VC can choose to save the card. Saving the card will not allow your clinic to charge the card automatically. The VC must always review and pay through their Portal, but they will have the option to use the saved card instead of reentering card information each time.
The Volume Client can only pay in full. They do not have the option to make a partial payment on an invoice. If they need to make a partial payment they must go through the clinic directly to pay.
On the clinic’s side of the software, when the Volume Client makes their payment online through the Portal, these will appear as Credit Card Online transactions with a a tender type of “VCP” followed by the card type. The payments will update in real time on the clinic’s side of HQ accounting.
*NOTE: If your Volume Client says they cannot pay online – this is often caused by user role functions. The VC must have the user permissions enabled to view invoices and pay invoices. The VCP administrator role can view and edit the user roles for their Portal. They must edit their user role to turn these options on in the event they are not already enabled.
Permissions must be enabled to View & Pay Invoices