Payment Processing Application and Fees

TherapyNotes offers integrated payment 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. The funds you collect from payment processing are deposited directly into your bank account the next day when the transaction occurs before 9:30 pm ET.

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

Rates and Fees

We work with our payment processing 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 payment processing:

2.9% plus 30¢ per transaction for Visa, MasterCard, Discover, American Express, and HSA/FSA cards. 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.

Note: Your payment processing fees are taken out separately from TherapyNotes, and are withdrawn directly from your bank account at the start of each new month.

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. The PCI questionnaire ensures compliance standards are in place to protect personal information and ensure security when transactions are processed. 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 Payment Processing 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 credit card services agreement and call our Payment Processing team at 215-658-4550, ext. 3 with any questions about fees.

Note: At this time, CardConnect will not accept applications with online-only bank accounts (such as Bluevine or Green Dot). We apologize for the inconvenience.

How to Apply for Payment Processing

Role Required: Practice Administrator

Click Settings > select Patient Credit Card Processing at the bottom > click "Apply Now"

Complete the Application

Enter your email address to begin the application process and then click Apply Now. A new browser tab will open the CardConnect website that will allow you to apply for CardPointe, the payment processing platform you will use to manage credit card transactions and access reports. Please create an account, then complete and sign the CardPointe application. If you need any assistance during this process, please contact our Payment Processing team.

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.

Waiting for Approval

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.

Support for Payment Processing

In nearly all cases, the TherapyNotes Payment Processing team will be able to assist you with questions about payment 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 Payment Processing team by calling (215) 658-4550, extension 3.