Credit card processing means you use a client credit (or debit) card to collect payment. In HQ, this can happen in numerous ways, not just by receiving a client credit card and running it on a machine. Below are the various ways processing works.
Using HQ’s processor or a different processor
The first and most important thing to understand is whether your clinic is using our processor, which we refer to as MP Group. When we say “our processor,” we’re referring to clinics that have signed up with MP Group to handle their credit card transactions.
MP Group offers our clinics discounted processing rates along with excellent customer service, which is why we recommend them. However, please note:
You are not required to use MP Group for credit card processing. You are welcome to use a different processor if you prefer.
There are also two ways you can work with MP Group:
- Full Sign-Up: You use both the Dejavoo credit card machine provided by MP Group and their online e-Pay tools.
- Partial Sign-Up: You do not use their credit card machine, but you still use their online e-Pay tools for processing.
Understanding which setup your clinic is using is the first step before proceeding with any payment-related tools or troubleshooting.
- Credit Card (Manual) does NOT charge this person’s card. This option simply notes it in HQ that you ran that card somewhere else (outside of HQ). No funds will be deposited in your clinic’s bank account related to this payment.
- Credit Card (POS) will require you to insert a credit card into the physical credit card machine provided by our payment processor. This will process the payment and deposit funds in your clinic’s bank account. This option will prompt the credit card machine to ask for the physical card. You must be set up with our processor for this option to work.
- 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).
The six ways to collect payment
Here are the six options you have available for processing credit card based transactions.
Fully Integrated With HQ
When you are using the Dejavoo credit card machines, we think of this as “Fully Integrated.” This means when you process a payment in HQ, the credit card machine will prompt you to insert a card. Once that card is processed, it will auto-update in HQ.
Tip: Clinic HQ has negotiated special pricing with MP Group on behalf of clinics using integrated credit card processing.
One major benefit of these negotiated rates is flexibility:
- You can run credit card transactions in the way that’s most convenient for your clinic—whether the card is swiped, dipped, tapped, or keyed in manually—without paying higher fees.
- Keyed-in (non-swiped) cards? No problem – same rate applies!
- Enjoy consistent pricing with no hidden upcharges, regardless of how the card is entered.
Credit Card (POS)
(Number 1 above) This is the option you will always select when you want to run the transaction through the Dejavoo credit card machine. This uses the credit card machine like a little computer. It takes the information from the credit card and connects it in the cloud with a client. Then pulls the funds from that client’s account, and deposits them in your bank account.
Credit Card (e-Payment)
(Number 2 above) This is an option to use when you don’t have the card present, but you’d like to run it through MX Merchant’s API. For example, if you’re speaking with someone on the phone, and they give you their credit card information. You can “key” the full card number into Clinic HQ and run the transaction that way.
Credit Card (Manual)
(Number 3 above) This is an option to use when your organization does not process with HQ. For example, if your credit card machines are from Clover or Square. This option does NOT process the payment, but instead simply logs it in HQ that you’ve taken a credit card payment outside of HQ.
E-Payment link
This is the option to use when you want to email a client a link to pay. The client will get an email that looks like this. They can then pay you and also have the added bonus of “vaulting” the card. Read how to use this tool HERE.
Vaulted cards
Processing a vaulted card means the owner gave permission for you to charge against this card for any other services. If the icon is green, it means you can simply charge that card again. If it’s red, you cannot. If it’s yellow, it means the owner has responded. Read how to use this tool HERE.
Paying via the VCP portal
HQ Volume Client Portal (the “VCP”) is where volume clients should pay their invoices. Once you create the invoice in HQ, it is released to their portal and they can pay it there. It is then auto-updated in HQ that it’s paid.
