You must be enrolled with Credit Card Processing in TheraNest. Once enrolled, you can accept Credit Card Payments three different ways.
NOTE: You can manually enter Credit Card Details or swipe the Credit Card using a USB Card Reader that connects to your PC via a USB. While this is an option, we cannot guarantee a device will work. Card readers issued from other processors will not work.
We are currently unable to process international credit cards.
Jump to Section [First Credit Card Transaction for Client] [Credit Card Expiration] [From Agenda] [From Client Ledger] [Batch Payments]
First Credit Card Transaction for Client
The first time you run a Credit Card transaction for a Client you will need to enter their Credit Card information. Once entered for a Client you will be able to run it just by entering the CVV.
- On the Agenda tab, locate Appointment you want to accept payment for.
- Click Add Invoice OR click the Invoice number if Invoice has already been created.
- Click Apply Payment button on Invoice screen.
- Be sure to select Client Payment if Client has Insurance.
- Click Payment Method and select Credit/Debit Card.
- Click Enter Card Details.
- Manually add Client's Credit Card information OR select Scan from USB Card Reader and swipe the card.
- Click Save.
- Back on the Payment screen, enter the Credit Card CVV.
- Click Save.
- Click Yes, I'm Sure to confirm.
End Result: You will then be navigated to the Client's Ledger. If that card was saved for later use the next time you generate an Invoice for a Client the payment method will default to Credit/Debit Card and the card information will repopulate. You'll just repeat steps 9-11.
Credit Card Expiration
- You will receive an alert notification to let you know the card is going to expire. It will show the client's name, card type, last four digits on the card and expiration date.
- Click the link to update the card information.
Accept Payment on the Client's Ledger
If the Client has a balance and wants to pay off multiple Invoices at once this would be a great solution.
- Locate Client and open Client Profile.
- Click Ledger in side menu and click Accept Payment button.
- Select Invoice(s) you wish to apply the payment to.
- At top, choose Credit/Debit card as the Payment Method.
- Click Save.
On the Payment Screen
This screen may look different depending on if the Client has insurance or not. If the Client does NOT have insurance, ensure you select Client Payment option.
- The full amount of the Invoice(s) will populate in the total amount field. Locate the Payment Method drop down and change it to Credit/Debit.
- Click Enter Card Details.
- A window "Add Credit Card" will appear. Fill out all fields with client's card information manually or select "Scan from USB Card Reader" and swipe the card.
- Click Save
- You will be returned to the payment screen. Be sure to enter the CVV.
- Click Save in the right corner of the payment screen.
- Receive confirmation that you want to charge the card. Click, "Yes, I'm sure."
- Receive confirmation bubble that card type ending in xyzz was charged. Click OK.
End Result: You will then be navigated to the client's ledger. If that card was saved for later use the next time you generate an invoice for a client the payment method will default to Credit/Debit Card and the card information will repopulate. You'll just repeat steps 10-12.
NOTE: If 3 failed attempts to process a credit card charge occur in 10 minutes, the card will be blocked for 24 hours.
Batch Payments:
TheraNest can send an automatic transaction receipt to your Client's email address when their credit card is processed.
- Important regarding Card Readers:
At this time, we do not have a suggested card reader brand to use. Card readers can be used if connected via USB to a PC. Please note, however, we cannot guarantee a device that will work. Card readers issued from other processors will not work.