Credit Card Processing Application and Fees

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TherapyNotes offers integrated credit card processing at low rates while waiving a variety of typical fees.

Associated Fees

  • Gateway Fee: $10/month. Monthly fee for using the processor's payment gateway, the service that either authorizes or denies a credit card charge.
  • Rates: 2.6% per transaction (Visa, MasterCard, Discover, and American Express are accepted)
  • Regulatory Product Fee: $3.50/month. This is a monthly IRS reporting fee.

Note: Fees may vary by merchant. 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 let us know if you have any questions.

Incidental Fees

  • DDA Rejects: $25 per item. Similar to a bank overdraft fee, this fee only applies when the processor attempts to pull fees from your bank account, but there aren't enough funds available.
  • 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.
  • Retrieval Fee$15 per item. A retrieval fee is charged when a customer or the customer's issuing bank submits a retrieval request in order to substantiate a transaction.
  • PCI Non-Compliance Fee: $19.95/month. PCI compliance ensures that your system meets the security standards set by the Payment Card Industry (PCI). Continue reading below to learn how to avoid the non-compliance fee.

Many typical credit card processing fees have been waived for TherapyNotes customers.

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 support team.

Wait for your approval email

Typically, merchant account applications take 1 to 5 business days to process. 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

After you have received notice of your merchant account approval, you will receive an email from CardConnect with login information for your Payeezy Global Gateway, an eCommerce solution where your credit card transactions are processed and managed. Use the username and password sent to your to set up the gateway.

Once you are able to log in to the gateway, click the User Icon > Settings > Patient Credit Card Processing to see how to integrate credit card processing into your TherapyNotes account. This will allow you to process payments directly through TherapyNotes instead of the Payeezy Global Gateway.

Avoid PCI Non-Compliance Fees

Visit https://pci.trustwave.com/cardconnect to stay PCI compliant by completing the PCI questionnaire and reviewing the questionnaire each year. This process ensures your computer and network meet the standards for safety and security set by the Payment Card Industry (PCI). Otherwise, you will be charged a monthly $19.95 PCI Non-Compliance Fee. For assistance with this compliance process, please contact CardConnect at 1-800-363-1621.

Purchase the recommended USB card reader (Optional)

You are not required to swipe cards to charge them in TherapyNotes, but we strongly recommend it. Swiping cards reduces the chance of data entry error and decreases processing time. We recommend purchasing a USB card reader to process cards with your TherapyNotes account.

At this time, TherapyNotes credit card processing does not support the use of EMV (chip cards) or contactless payment.

Support for Credit Card Processing

In most cases, the TherapyNotes support 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. However, there are some circumstances when you may need to contact them directly:

Have more questions? Submit a request

Comments

  • Avatar
    Jordan

    Don,

    I will personally reach out to you in regards to this to further assist you. Thank you.

  • Avatar
    Charles Dustin Johnson

    Hmm...where did the old post go with the other comments?
    Well, after using this merchant account for a few months, I can say that the effective rate is 3.17%. That includes PCI compliance, paperless, and no AmEx. This compares to square effective of about 2.8%. Both of these are on $10,000 of sales, average transaction around $30, over the course of 3 months. If you do more sales per month than this, the numbers will get a little closer.
    So, is it cheaper than square? Absolute not. However the convenience of being integrated makes up for it in our situation. We have probably collected a few copays that we wouldn't otherwise have collected with card on file. In the end, we came out ahead in money and convenience. I hope you will leave this up because it answers the questions I was unable to get answered a few months ago.

  • Avatar
    Jordan

    Charles,

    The previous comment was not intended for TherapyNotes as it was for First Data.I will reach out to you in regards to your merchant account. Thank you.

  • Avatar
    Tatiana Morris

    I think this article has to be connected with the Card Processing thing from the start. I could have avoided half of my problems with this credit card processing if I read it first.

  • Avatar
    Jordan

    Tatiana,

    Thank you for your feedback.We value your input and will forward your feedback to management for review. Thank you!

  • Avatar
    Gina Schuchman

    Is there an extra charge for charging without a card to swipe? Once we've entered a client's info and don't swipe the next time is there an extra fee? How much are the card readers?

  • Avatar
    Jordan

    Gina,

    There is not an extra charge for manually entering a card in TherapyNotes. We provide you the ability to enter a client's credit card and store it securely in their TherapyNotes chart. The card swiper is about $50 and can be purchased from the link below.

    https://www.amazon.com/MagTek-21073062-Magnesafe-Magnetic-Interface/dp/B00EUMXIW6?ie=UTF8&camp=1789&creative=390957&creativeASIN=B00EUMXIW6&linkCode=as2&redirect=true&ref_=as_li_ss_tl&tag=plinernet-20

    If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com.

  • Avatar
    karen reed

    Are you charged more for typing in the credit card information instead of swiping it?

  • Avatar
    Rachael

    Karen,

    The processing fees are remain the same, regardless of the entry method. If you have further questions please contact our Support Team at 215-658-4550, or by email at Support@TherapyNotes.com. Thank you

  • Avatar
    Joan Normandy-Dolberg

    I'm confused. If you have the credit card info on file, why would you need to swipe a card each time you see a client? I would assume that you can charge them automatically at the end of each session. Perhaps there is some informaiton I'm missing.

  • Avatar
    Rachael

    Joan,

    Once the card information is saved in the system, you will be able to select the card from the 'Payment Method' drop down list when entering a patient payment. If the patient wishes to not have you store their card on file then when entering or swiping their card then simply do not choose to save it. If you have further questions, please contact our Support Team at 215-658-4550 or by email at Support@TherapyNotes.com. Thank you.

  • Avatar
    Dr. Rosemary McCullough, Ph.D

    Hi-Is there a way to send the patient an emailed receipt for each charge? (I do this on Intuit and many of the patients like to have a receipt after each visit.

  • Avatar
    Rachael

    Rosemary,
    You can generate a receipt by following the steps below. After downloading the receipt, you can email this information to the patient using a secure service such as Hushmail. At this time, TherapyNotes does not offer a secure messaging feature. If you have any questions, please contact our Customer Success Team at 215-658-4550 or by email at Support@TherapyNotes.com. Thank you.

    To create a receipt, first enter the patient payment:

    Click PATIENTS > Click patient > "Patient Billing" tab > "Enter Patient Payment" > Enter, allocate, and save the payment

    Next, download or print the receipt:

    1) Click PATIENTS > Click patient > "Patient Billing" tab > "Create Statement"
    2) Select the second radio button and edit the date range to the date of the patient payment. For example, if a patient gives a payment on January 1, 2020 change the date range from 1/1/2020 to 1/1/2020.
    3) If desired, enter information into the "Statement Comment" box, then click the green "Download Statement" or "Print Statement" button.