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.
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
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
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