The good thing to know is that once you’ve set up deposits (see the first section of Deposit learn how to set up deposits) there’s nothing else you need to do to accept a deposit that was made online.
But it may be worthwhile to review what your client sees when making a deposit online.
How it Looks to Make an Online Deposit (Clients Point of View)
When your clients go online to make an appointment, depending on how you have it setup, they will see a screen similar to this. The language here is all editable. You’ll just want to make sure if you change how much your deposits are, you reflect that in the language on the screen. This is available for editing in Settings > E-Appointments > Edit > Deposits Tab.
The client must tick the checkbox that they have read and understand the terms of the deposit. Only then, will the credit card payment field appear.
Public clients must tick the box for the deposit agreement.
Once the agreement is ticked, payment information can be enteredWhen is the client charged?
Immediately. The system will charge the card as soon as the client clicks “Request appointment.”
Receipt
As soon as the person makes the appointment online, the card is charged and a few different things happen. First, they are sent a receipt that looks like this. Note: The language is not editable for this email.
Receipt for online depositReconciliation Report
The charge is then apparent on the Reconciliation Report in Accounting. You’ll notice an “EAPP” tag that lets you know it was made via an e-appointment online. You’ll also notice any deposits tagged with a “Deposit” and then the tender type.
Reconciliation Report display of a deposit made onlineIn E-Apps Queue
You notice it’s also present here in the e-appointments queue.
Deposit reflected in the e-apps queueCanceling an E-appointment request – What happens to the deposit?
In the event a team member needs to decline an online appointment request that has a deposit attached, the client will be refunded their deposit.
A cancel button is located on the page Online Appointments next to each e-appointment. Click Cancel and the team member will be prompted to provide a reason for canceling the requested appointment. When that action is completed, Clinic HQ will send a notification to the merchant to refund the deposit.
No extra steps are required to refund the deposit of a pending e-appointment request. Simply canceling the request will refund the client. A separate email will be sent to the client notifying them of the refund action. It may take 5-7 days for the refund to hit the client’s card.
