Skip to main content
Kareo and PatientPop are now Tebra. Becoming Tebra will take time and we appreciate your patience as we transition to the new brand experience.Learn More
Tebra Help Center

Patient Collect (Stripe): Collect Patient Payment

Updated: 10/30/2023|Views: 3182

Patient Collect (Stripe) activated practices can process credit card payments. Additionally, practices that have completed the Stripe credit card terminal setup for the WisePOS E or Verifone P400, can begin to use the countertop card reader to take secure in-person payments. The terminal supports chip, swipe, and contactless payments, including Apple Pay and Google Pay.

Note: For more details about collecting a patient payment via other methods, review Collect Patient Payment.

Collect Patient Payment: Credit Card

Credit/debit card payments can only process for practices with an activated Stripe payments account.
Note: Credit card payments can be entered for recording purposes when a Stripe payments account has not been activated.

  1. Navigate to the patient's record or existing appointment.
  2. Click Collect Patient Payment to initiate the transaction. The Collect Patient Payment window opens.
  3. Verify patient information, review outstanding charges and unapplied payments.
    • Patient name, DOB, phone and address.
    • Click Total Account Balance to see an overview of charges and unapplied payments.
      • To view a printable version of the Balance Details, click Print. Then print, if desired. 
  4. Payment Amount: By default the Total Account Balance populates. If necessary, enter a different payment amount.
    • To enter details about the payment (e.g., reference number, check number, date of service), click Add Payment Note.
      Note: Payment Notes are only visible to the practice and do not print on the patient receipt.
  5. Payment Method: Keep Credit Card selected by default.
    • To record a credit card payment that has already been processed, click to select "Do not charge credit card. For recording purposes only.". When selected, the payment does not process through Stripe. 
    • Select card on file or enter new card:
      • To use a saved card on file, click to select the card.
        Note: Any Card Nickname(s) and Comments/Instructions for Practice entered via patient intake (Engage subscribers), or entered by the practice under the patient's Payment Cards or when the card was initially saved via Collect Patient Payment, display in the card list. 
      • To swipe a new card or manually enter the Name on CardCard NumberExpiration Date, and three-digit CVC code, click + Manually Enter New Card.
        • By default, "Billing address is same as patient address" is selected. If necessary, click to deselect then enter a different billing address for the card.
        • To simultaneously save the new card on file and email the Credit Card Authorization form to the patient (Engage subscribers only), click to select "Save this card on file". Otherwise, the patient agreement needs to be completed via paper. 
          Note: For convenience and optional use, click Download Patient Agreement for a template. Once the agreement is completed via paper, access the patient's payment cards to manually authorize the card.
          • Enter optional Card Nickname and Comments for the Practice (up to 500 characters) for the card. 
            Note: For Engage subscribers, patients can view and edit the saved nickname and comments when they complete the Credit Card Authorization form.
  6. Click Finalize Payment. The confirmation window opens.
Desktop_CollectPatPmt_Finalize_Oct2021.png
  1. Review and confirm the payment information is correct. Once submitted, the Method and Amount of the Payment record created can not be edited. When finished reviewing, click Submit Payment. The Receipt window opens.
    Note: The Payment record created is an Unapplied Payment until it is applied to the appropriate service(s) associated with the patient.  
    • To generate a detailed receipt (e.g., for FSA/HSA patients), click to select "Create itemized receipt". Otherwise, a non-itemized receipt displays once the payment is submitted.
Desktop_CollectPatientPayment_Submit.png
  1. A non-itemized payment receipt displays. If "Create an itemized receipt" was selected when the payment was submitted, a detailed receipt displays (as shown in the image). 
    • To print the receipt using the computer's print function, click Print at the bottom of the window.
    • To enter an email address to receive a modified email receipt that only contains general information (e.g., payment confirmation number, date payment was processed, amount paid), click Email at the bottom of the window. Then, enter the email address and click Email Receipt
      Note: The full details of itemized and non-itemized receipts can only be printed and is not sent via email.
Desktop_CollectPatientPayment_Receipt.png

Collect Patient Payment: Stripe Terminal

Patient Collect (Stripe) activated practices that have completed the Stripe credit card terminal setup for the WisePOS E or Verifone P400, can begin to use the countertop card reader to take secure in-person payments. The terminal supports chip, swipe, and contactless payments, including Apple Pay and Google Pay.

  1. Navigate to the patient's record or existing appointment.
  2. Click Collect Patient Payment to initiate the transaction. The Collect Patient Payment window opens.
  3. Verify patient information, review outstanding charges and any unapplied payments.
  4. Payment Amount: By default the Total Account Balance populates. If needed, enter a different payment amount.
    • To enter additional details about the payment (e.g., date of service), click Add Payment Note. This note is only visible to the practice and does not print on the patient receipt.
  5. Payment Method: Keep Credit Card selected by default. Then, click to select the Stripe terminal (WisePOS E or Verifone card reader). 
    • If card information needs to be manually entered, click + Manually Enter New Card and enter the information. When finished, click Finalize Payment and submit the payment.
  6. Click Connect To Terminal. The Waiting for customer to insert, tap or swipe to pay pop-up message displays.
    • To cancel the payment, click cancel payment.
Desktop_CollectPatPmt_StripeTerminal_June2022.png
  1. Once the patient payment has successfully processed, the Receipt window opens.
    Note: The submitted payment creates a Payment record as an Unapplied Payment until it is applied to the appropriate service(s) associated with the patient.  
    1. For a detailed receipt (e.g., for FSA/HSA patients), click to select "Itemize Receipt".
    2. Click Print or Email to print or email the receipt.
Desktop_CollectPatientPayment_StripeTerminalReceipt.png

 

  • Was this article helpful?