Apply for TherapyNotes Payment Processing Services

TherapyNotes offers integrated payment processing through our merchant services partner, CardConnect. Because CardConnect is a third party vendor, an application is required to initiate the process of activating this feature. Our Credit Card Services team is available to assist with each step of the application process and can be reached at (215) 658-4550 x3.

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

CardConnect Customer Signup

Role Required: Practice Administrator

To start the application process:

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

You will typically receive an email from CardConnect within the business day with instructions for applying for CardPointe, the payment processing platform you will use to manage card transactions and access reports. Please be sure to check your spam or junk folders for this email.

Then, click the Sign My Application button in the email from CardPointe.

Note: Your payment processing fees are taken out separately from TherapyNotes, and are withdrawn directly from your bank account at the start of each new month.

Application Process

Begin the application process by entering your Business Contact Info, Business Address, and Business Legal Mailing Address.

Note: Your Business Address must be a valid physical address to allow CardConnect to verify the validity of the location or applicant. If you are working remotely, you may list a home address in this field. This information is not visible to clients.

Add Your Business Details

From the drop down menus, select Years in Business, Type of Ownership, and Tax Filing Method.

The Selected Industry should be 8099. All TherapyNotes users fall under this merchant code. For the Business Description enter Behavioral Health Practice.

Enter Banking and Processing Information

Add your Bank Name, select Account Type, enter Routing and Account numbers.

Average Annual Card Volume is the yearly volume you expect to charge in total for all types of cards. For example $5000.00/year in total charges per Visa/MasterCard/Discover/AMEX.

Under Mode of Transaction, we recommend selecting 100% for In Person.  As a TherapyNotes merchant, you will process cards directly through the site rather than a telephone system or an ecommerce website. Other options may ask for additional information, such as a website link for online purchases.

  • Under Product/Service Delivery Windows, select Yes for the question Do customers typically receive goods/services at the time of purchase?
  • The Average Transaction Amount is the typical charge you will be having a client pay for service. For example, $75/session
  • For the question When is card charged? select Always when service provided
  • For Services generally provided in select Always 30 days or less
  • For Product/Service delivery windows select Always Yes

Submit the Application

Once the application has been signed and submitted, accounts are typically approved within 1-3 business days. If additional information is required during this process, you will receive an email from TherapyNotes Credit Card Services team with the requested info and further steps. You will receive an email from TherapyNotes once your payment processing merchant account has been approved. Below is an example of the email you would receive from TherapyNotes:

Support for Payment Services

In nearly all cases, the TherapyNotes Credit Card Services 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 Credit Card Services team by calling (215) 658-4550, extension 3.

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