VIDEO ON E-PAY AND CREDIT CARD PROCESSING
Collecting payment from clients is a big part of the daily operations of most clinics. You can collect payment via cash, check and credit card. When we say “credit card” we also mean debit cards. Collecting credit card payments previously has been a straightforward physical process. A client hands you a physical card, or a credit card machine beeps, and someone either swipes the card or sticks the card in the chip reader. Alternatively, it’s also possible that someone provided their credit card number over the phone, and those numbers were typed into a credit card machine. Often, this scenario of “face to face” credit card transactions still occurs.
Integrated versus Non-Integrated Credit Card Processing
It’s important to understand the difference between Integrated and Non-Integrated credit card processing. Integrated credit card processing means when the card is swiped, on the credit card machine, HQ automatically updates with the amount paid and details of the payment. This automation is called an “integration.” To have this happen in HQ, you must get a Dejavoo credit card machine from our partner, MP Group. We have written code to specifically integrate with this machine. If you’ve not already signed up with MP Group, see Signing Up for Credit Card Processing.
However, you are not required to use HQ’s processing. You can use any credit card machine and processor to process transactions. In HQ, instead of the screen and client record automatically updating, you would need to enter the payment as a Credit Card (Manual) payment. Entering the payment this way transcribes in HQ that payment was taken by credit card, but it does not process the credit card.
Online versus Face to Face Processing
Discussed above is “Face to Face” processing. Next, let’s turn our attention to “Online” processing tools. There are four tools available for online processing.
1. Payment of deposit or full amount of services when making an appointment. Clients can pay a deposit or pay for all services (depending on your settings in HQ) at the time of making an appointment. They input their credit number, and the card is processed; funds collected and deposited into your bank account, they are sent a receipt, and it updates in HQ.
2. E-Payment link: You can send a link to a client to pay the balance of what is owed.
3. A client can “vault” a card with you, and you can use that to make payment for secondary charges.
4. Within HQ you can enter the credit card information and the card will be processed. Note: Card numbers are never stored in HQ, however, a screen is available to type the numbers into to process the card.
