Merchant accounts are set up through the system. Credit card charges can be made directly from the system, or if you also have a MyClientsPlus by Ensora Health account that is synchronized to your account, you can run credit card transactions from My Clients Plus.
To set up a Merchant Account, go to My Account and then "Set up Credit Card Payments". Click on the New Merchant Account Application to begin.
See Setting Up a Merchant Account for more information.
Once a Merchant Account is set up, you can process credit card payments in a number of ways:
- In the system directly, from Clients
- In MyClientsPlus by Ensora Health, from the Client Session / Paid at Session, Payments Received and Adjustments / Client Payments, or from the Balances Due You report.
Jump to Section:
From the system
To process a credit card payment from the system directly, click on Clients and select the client. On the right side of the screen, you will see the credit card processing.
Start by entering the amount you would like to charge to the client, then click the blue Pay Now button.
You can choose to use a Saved Payment Method, if you have already entered or swiped a card and saved it to file for the client, or you can choose to Enter a New Payment Method and manually enter the card information or swipe the card if you have a compatible card swipe device**.
To use a Saved Payment Method, when you enter the payment amount and click Pay Now, a pop-up will display and you can select Saved Payment Method. A note may be added to include in the client email receipt. Please avoid PHI in the client note. A brief note may also be added to the provider report.
To Enter a New Payment Method, enter the amount you would like to charge the client, then click Pay Now. Select Enter New Payment Method, then select either Enter Card Number or Swipe Card.
To manually enter a payment method in, select Enter Card Number, then complete the information on screen. When you are done, click Click to Process Payment for $X.
To Swipe a card, you would also select Enter New Payment Method, then click on Swipe Card.
When you see the green Swipe Care Now bar, swipe the card.
Once you have swiped the card, you will have the option to enter/confirm the email address for receipt and add a receipt note, and a payment note.
NOTE: If you also use My Clients Plus, and you process the payment in the system directly, you will need to manually post the payment in My Clients Plus.
From MyClientsPlus 2.0 by Ensora Health
There are three ways to process credit card payments in MyClientsPlus:
- From the Client Session / Paid at Session
- From the Balances Due You report
- From the Payments Received and Adjustments / From Client screen
Client Session / Paid at Session
Whether you enter in sessions or import your appointments from the system as Client Sessions, you can process credit card payments from the Client Session.
- Enter payment amount in Paid at Session
- Select Pay This
- Select Pay Now
- A pop-up box will show - choose either Enter a New Payment Method or Saved Payment Methods
- Choose to use a Saved Payment Method or to Enter Card Number or Swipe Card (swipe examples below)
- Enter the email address to send the receipt of payment to, and select if you would like to keep the card on file
- Click to Process Payment.
- After payment is complete - Save the Client Session in My Clients Plus 2.0.
Balances Due You Report
- Select the view option and Go.
- Under Private Pay from Clients, Check the box to the left of the client balance you wish to charge.
- Select Charge to Client Credit Card.
- A pop-up box will show the client name and payment amount. Click Pay This.
- Click Pay Now.
- Choose to use a Saved Payment Method, or Enter New Payment Method to Enter Card Number or Swipe.
- Follow the on-screen prompts, then enter the email address for the client's receipt if not already there, and select if you would like to keep the card on file.
- Click to Process Payment.
Once the payment has been processed:
- The Transaction approval authorization will be displayed
- The payment will be posted to the client's My Clients Plus account
- The client session will drop off the Balances Due You report
Payments Received and Adjustments
In Payments Received and Adjustments, you can charge your clients directly from this screen.
- Click Enter a New Item.
- Select From Client under Payment Type.
- Choose the Client Name.
- Click Accept Credit Card Payment, enter the amount, and click Go.
- A pop-up box will show the client name and payment amount- Click Pay This.
- Click Pay Now.
- Choose to use a Saved Payment method or to Swipe.
- Click to Process Payment.
Once you have processed the payment, you can complete posting that payment against the outstanding balances that your client has been invoiced for.
You may run credit card transactions directly in your account under Client, but you must manually record the payment in My Clients Plus.
**Card Reader Note:
At this time, we do not have any specifically recommended card reader, but you can purchase a USB "3 Tracks Magnetic Credit Card Reader Stripe Swipe Magstripe Scanner" at any store that carries such devices. With a new Mac there is no USB port, so you would need to use a USB adapter for now.