Charging Clients a Credit Card Processing Fee

Some therapy practices opt to pass the credit card processing fees onto their clients, rather than absorbing it as a standard business expense. This article provides guidance on how to add a credit card processing fee to a date of service.



In this Article:

Add a Card Processing Fee

 1  First, ensure you have a Custom CPT Code for credit card processing and a default fee.

Article: Add a Custom CPT code
You can still change this charge from the default fee at the time of service

 2  At time of service, go to:

  • Calendar (left menu)
  • Click on the client's appointment, loading the pop up
  • Click (top right)

 3  Under the Payment Distribution section click on the Date or Service


 4  At the top of the page select shown below:



 5  Select the Custom CPT code you set up in step 1 for the credit card processing surcharge.

  • Edit the unit price ($ amount) and client responsibility amount if it differs from the default fee
  • Click (bottom right)


 6  Then take payment as you usually would for a credit card.

Add a Card Processing Fee for a DOS with a Claim Already Submitted

Already submit the claim? Need to add the credit card processing fee after the fact? No worries! Just follow these steps:


Unlock the Claim

  • Load the client's profile Billing tab
  • Click on the Date of Service
  • Click on the Claim tab (top):

  • Make note of the claim status first - you will need this later
    • Ex: Accepted by insurance, Submitted to Clearinghouse, etc
  • Click (top right)

  • On the new pop-up,
  • Then click
check_circle That will reopen the claim

Add the Credit Card Processing Fee

  • Click the client's Billing tab
  • Click (top right):


  • Select the CPT Code for the Credit Card Processing Surcharge
  • You can change the unit price ($ amount) if you wish
  • Look at the client responsibility to ensure it's correct


  • Then click
check_circle The credit card fee will now be added

Change Claim Status Back

Follow these last set of steps to finish the process:

  • Click the Claim top tab
  • Return to the status it was in before by clicking the button (top right)
  • Select the status the claim was in before reopening
    • Ex: Accepted by insurance, Submitted to Clearinghouse, etc
check_circle This will revert the claim status back