Credit Card Processing Application and Fees

TherapyNotes offers integrated credit card processing at the lowest rates in the industry, allowing both you and your clients to enjoy the convenience of credit, debit, and HSA card payments at minimal cost to you.

Note: Because merchant services are managed by CardConnect, a third-party vendor, integrated credit card processing is not free during your free trial of TherapyNotes.

Rates and Fees

We work with our merchant services partner to be able to offer the lowest rates possible and to waive typical fees associated with credit card processing. 

The following make up your monthly cost for credit card processing:

  • 2.6% per transaction. Visa, MasterCard, Discover, American Express, and HSA/FSA cards are accepted. In credit card merchant accounts, fees are paid per transaction: Each time a merchant accesses the payment processing system to authorize a customer's purchase, the merchant is charged a fee.

Incidental fees may apply under certain circumstances:

  • Chargeback Fee: $25 per instance. Chargebacks only apply when a credit card is used without the consent of the card holder. As the merchant, you are responsible for this fee when charges are fraudulently imposed on a client.
  • PCI Non Compliance Fee: $29.95 is charged if the PCI questionnaire is not completed within 3 months of merchant approval. Please contact TherapyNotes merchant services for assistance at 215-658-4550 ext.3.
  • Credit Card Network Fees: Certain fees may be applied by individual credit card networks. Please contact our Merchant Services team at 215-658-4550 ext. 3 for more information. 

Note: Cost and fees may vary by merchant. Credit Card network fees may apply. Rates are subject to change and this article may not always have the most up-to-date information. Please refer to your merchant services agreement and call our merchant services team at 215-658-4550, ext. 3 with any questions about fees.

How to Apply for Credit Card Processing

Role Required: Practice Administrator

Complete the Merchant Application

Click the User Icon > Settings > Patient Credit Card Processing > Apply Now

Enter your email address to begin the application process. Shortly afterwards, you will receive an email from CardConnect with instructions to apply for CardPointe, the payment processing platform you will use to manage credit card transactions and access reports. Please follow the instructions provided in the email to complete and sign the CardPointe application. If you need any assistance during this process, please contact our Credit Card Services team.

Wait for Your Approval Email

Merchant account applications may take 24–48 hours to process. CardConnect may contact you and request additional documents to confirm that you applied for an account. Once your merchant account is approved, you will receive an email from CardConnect with your merchant ID. You will also receive additional information from TherapyNotes to get started with processing cards through your TherapyNotes account.

Next Steps

During the application process, you'll create an account for your CardPointe gateway, an eCommerce solution where your credit card transactions are processed and managed. Once you have logged in to the gateway, log in to your TherapyNotes account and click the User Icon > Settings > Patient Credit Card Processing to check if credit card processing is ready to use in your account. This will allow you to process payments directly through TherapyNotes instead of the CardPointe gateway. If credit card processing is not ready, give us a call at (215) 658-4550, extension 3 with your CardConnect merchant ID on hand.

Support for Credit Card Processing

In nearly all cases, the TherapyNotes Credit Card Services team will be able to assist you with questions about credit card processing and allocating payments in your TherapyNotes account. If we cannot resolve the issue for you, we will contact the processor on your behalf. You can reach our credit card processing team by calling (215) 658-4550, extension 3.

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