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 charged amount 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 column of the CPT code:

 4  At the top of the page select shown below:

5 On the CPT Code dropdown select the Custom CPT code you set up in step 1 for the surcharge.


  • You have the option to change the $ unit price amount


  • Review the breakdowns for accuracy, and click when finished (bottom right)
  • You'll then be redirected to the appointment billing page and see the surcharge at the bottom:

 6  Then take the payment as you usually would for a credit card. You can use the top right button on this screen.

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

  • Go to Clients (left menu)
  • Then click Billing (top tab)
  • Click on the Date of Service
  • Click on the Claim (top tab):


Make note of the claim status first

→ You will need this later. Ex: Accepted by insurance, Submitted to Clearinghouse, etc
  • Then click (top right)


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

Add the Credit Card Processing Fee

  • Go to Clients (left menu)
  • Click on the client's name
  • Then click Billing (top tab)
  • Click (top right):


  • Select the CPT Code for the Credit Card Processing Surcharge
  • You can optionally change the $ unit price:



  • Then click (very bottom right)
check_circle The credit card fee will now be added

Change Claim Status Back

Follow these last set of steps to finish the process:

  • Go to Clients (left menu)
  • Click on the client's name
  • Then click Billing (top tab)
  • Click on the Date of Service
  • Click on 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