Automatic Payment in Charting

Want to cut down on the process of individually having to accept payments and charting with your clients?

This option combines accepting a payment and locking your chart notes for an appointment all in one step, saving you time!

In this Article:

Video: Please click here for a brief video breakdown of this process.
Requirements:
  • Have enabled integrated credit card processing.  
  • Have at least one Credit/Debit/HSA card to be on file and set as the default card for the client.  
  • If you are a therapist in a group practice, it also requires that the group owner or manager has enabled your account to accept client payments.

Enable Automatic Payment in Charting

To enable this feature, you must first be a practice owner or manager:

  • Go to Practice Settings (left menu)
  • Click Billing & Insurance (top tab)
  • Find the section labeled Payment Processing (bottom)
  • For "Automatic Payment in Charting" select Enable to the right:

Charting and Accepting a Payment

The following are requirements for automatic payments:

  • The client must have a saved card on file
  • You must have a CPT code that has a cost on it $
  • If they have insurance, it's recommended to have the co-pay amount entered properly under their insurance settings

Payment Logic / Information:

Here's the "system logic" of how Automatic Payment works in the system when locking a chart note, this occurs in order:


Full cost of CPT code:

  • By default, a client will be charged the full cost of the CPT code selected

Adjusted cost of CPT code while charting:

  • If the provider changes the CPT code cost while charting to a different amount, it will change
  • (ie: like from the default $200 to $190)
  • Example:

  • Then when finalizing and locking:

Insurance & Co-pay entered:

  • If a client has Insurance & a Co-pay amount entered, the system will instead default to that amount
  • (under Client Profile → Primary Insurance → Benefits Confirmation)
  • Example:

Private Pay enabled

  • If a client has Private Pay enabled, the system will instead default to that amount
  • (under Client Profile → Private Pay)
  • Example:

Other Payment Amounts:

  • If you wish to charge an amount other than what's listed, you would need to accept the payment outside this screen, or make adjustments in the various areas discussed above.
  • The payment amount entered on the finalize screen is read-only. Our suggestion would be to uncheck the payment box and take the payment after locking the chart note.

After clicking , three things happen:

  1. The chart note will be permanently locked


    (Problems? Add an addendum or fully redact the chart note)

  2. The amount listed will be charged to the client's card on file


    You can review the payment via the client's Billing tab on their profile, or in the overall payments history for the group under the Billing & Insurance → Find → Client Payments & Refunds.

  3. Receipts of any payment type are automatically generated for you and immediately visible on the client portal as well, if financials are enabled.


    📄 For more information about all things receipts, check out this article: Receipts: Client Payments

Disable Automatic Payment in Charting

Tried the option and it's not for you or your group? Want more control over your billing and payments?

⚠️ Note: To disable this feature, you must be a practice owner or manager.
  • Go to Practice Settings (left menu)
  • Click Billing & Insurance (top tab)
  • Find the section labeled Payment Processing (bottom)
  • Find Automatic Payment in Charting and click the Disable button to the right: