Overview
Are you frustrated with patients not showing up for their appointments? Would you like to charge a deposit or collect payment details when patients schedule online? With TrackStat, you can now require payment or card details for certain appointments, helping to reduce no-shows and streamline your payment process.
By enabling the “Charge Patients for Visit” feature, deposits or payments are securely collected and automatically posted back to your EHR. To use this feature, you must have CashPractice or Fortis connected via the integration to TrackStat. This is found in Extras (3 dots icon) > Integrations.
How It Works
When enabled, this feature prompts patients to pay for their appointment or provide card details during the online scheduling process. If payment or card details are not completed, the clinic is notified, and the appointment is not confirmed.
This gives clinics full control over appointments while ensuring patients are aware of their responsibilities.
Step-by-Step Setup
1. Connect Your Merchant Processor
Before enabling this feature, ensure your clinic has a payment processor connected:
1. Go to Settings > Integrations in TrackStat.
2. Choose your payment processor (CashPractice or Fortis) and follow the instructions to connect.
3. Once connected, you’re ready to configure payment options for online scheduling.
2. Configure Visit Purposes for Payment
You can enable payment collection for specific appointment types:
1. Navigate to Settings > Visit Purposes.
2. Select the appointment type you wish to modify.
3. Enable the Charge Patients for Visit option.
4. Set the payment amount.
• Note: Collecting card details without charging may not be supported by all merchant processors.
5. Save your changes.
3. Customize Patient Messaging
When patients book online, the system will display clear instructions based on your settings:
• If payment/card details are required and not completed, the patient sees this message:
“Your appointment has NOT been confirmed because credit card details were not entered. Please call [Office Number] to confirm this appointment or enter your credit card information.”
• Patients can retry payment or call the clinic to resolve the issue.
Managing Unconfirmed Appointments
If a patient fails to complete payment/card details:
1. A notification is sent to your TrackStat Inbox.
2. You can manually approve or deny the appointment.
3. The patient will not have their appointment confirmed until the clinic takes action or the payment/card details are provided.
Error Handling and Edge Cases
• Expired Payment Links: The patient will be notified to retry with a new link.
• Declined or Invalid Card Details: Patients will receive an error message and have the option to re-enter their details.
• Multiple Payment Attempts: The system prevents duplicate charges during retries.
• No Merchant Processor: Clinics without an integrated payment processor will not see this feature. A message will prompt them to set up a processor.
Benefits
• Reduce No-Shows: Secure appointments with deposits or card guarantees.
• Streamline Payments: Payments are posted directly to your EHR.
• Improve Efficiency: Automate appointment and payment workflows, saving time for staff.
• Patient Accountability: Patients are more likely to honor appointments when payment is required upfront.
Frequently Asked Questions
Q: Can I charge different amounts for different appointment types?
Yes, payment amounts can be customized for each appointment type in Visit Purposes Settings.
Q: What happens if a patient doesn’t enter card details?
The appointment remains unconfirmed, and the clinic is notified via the TrackStat Inbox.
Q: Is this feature available without a payment processor?
No, you must integrate a payment processor like CashPractice or Fortis to use this feature.
Get Started Today!
Don’t let no-shows disrupt your practice. Set up the “Charge Patients for Visit” feature now to secure appointments and simplify payments.