Credit, Debit, and HSA Card Processing

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TherapyNotes offers fully-integrated credit card processing services, allowing you to securely charge and store your clients' credit, debit, and HSA cards. Cards may be swiped into TherapyNotes using a USB card reader or manually entered when inputting a client payment. The funds you collect from credit card processing are deposited directly into your bank account.

After the card is entered into TherapyNotes once, the card can be securely stored in TherapyNotes to be used for future transactions. This allows you to easily collect copays without needing to swipe the card each time, collect missed appointment fees without waiting to see the client again, and avoid frequent trips to the bank to deposit cash or checks. As an added bonus, accepting credit card payments allows for more convenient visits for your clients.

To begin accepting credit card payments, apply for a TherapyNotes credit card merchant account. Click the User Icon > Settings > Patient Credit Card Processing > Apply Now

Role Required: Practice Biller or Biller for Assigned Patients Only

To charge a client's credit, debit, or HSA card:

  • Click Patients > Patient Name > Patient Billing tab > Enter Patient Payment

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  • In the Payment Method dropdown, select Swipe a New Credit/Debit Card..., Manually Enter a New Credit/Debit Card..., or any card that you have previously entered for the client. Previously entered cards are identified by a security token which consists of the type, last four digits, and expiration date of the card
  • Enter the Payment Amount and allocate the funds
  • Click the Charge Card and Save Payment button

For additional information, read How To: Enter Client Payments.

To store a card for future transactions without charging:

  • Click Patients > Patient Name > Billing Settings tab
  • Click anywhere on the Saved Credit / Debit Cards box to edit
  • Click the Enter Card button to manually enter a new card, or click the Swipe Card button to enter the card using a card reader

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  • If manually entering a card, input the information and click the Save Card button

If you choose to enter a card manually, be sure to double-check the entered information to avoid unnecessary denials.

Quick Tip: If multiple cards will be kept on file for the client, use the Note field when entering a new card to add a name for the card.

To issue a receipt to your client, create a statement and choose a custom date range to show information for the date of payment only. The statement can be downloaded and printed.

Have more questions? Submit a request

Comments

  • Avatar
    Pamela Pitlanish

    Square doesn't have any monthly fees. The swipe charges are 2.75%.

  • Avatar
    Jordan

    Pam,

    Ignite Payments of Willow Grove charges $10 per month and it is 2.6% for discover, visa, mastercard and it is 2.8% for American Express. Please let me know if you have any questions. Thank you!

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    Chris Bruno

    We are finding that HSA cards are not going through, but will go through Square. So we have to manually enter them into Square rather than run through the TN system. Any help with that?

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    Jordan

    Please contact support at 215-658-4550 or via email support@therapynotes.com and provide them the first four numbers of the HSA card. We will be able to check our HSA database to make sure those numbers are there. Thank you.

  • Avatar
    Renee Burke

    Is there any advantage to use Ignite Payments of Willow Grove over Square ?

  • Avatar
    Jordan

    Ignite Payments of Willow Grove integrates directly into TherapyNotes and leaves less room for human error. If you were to use Square you would have to swipe the card in their system, then go into TherapyNotes and click "Enter Patient Payment", and notate that it was completed in square. Sometimes users forget to enter the patient payment into the system or transpose numbers. Since Ignite Payments of Willow Grove is integrated directly into TherapyNotes, the user goes to the patient's chart and clicks "Enter Patient Payment", enters the amount, selects charge credit/debit card to charge, and then swipe or manually enter the card. This way the credit card processing and the posting of the payment happen at the same time in TherapyNotes. Another advantage of using Ignite Payments of Willow Grove in TherapyNotes is that you can store credit/debit card numbers in the patient's chart. This means you only need to swipe or manually enter the card one time, whereas with Square you need to swipe the card for every transaction. If you have any other questions please let us know or you can contact support at 215-658-4550. Thank you.

  • Avatar
    David Cranford

    I have a square credit card reader. Will this reader work with Ignite Payments of Willow Grove? I want to avoid paying for a new reader.

  • Avatar
    Jordan

    David,

    There is a card swiper we recommend that will work with Ignite Payments of Willow Grove. I have provided the link below for you. http://www.amazon.com/gp/product/B00EUMXIW6/ref=as_li_ss_tl?ie=UTF8&camp=1789&creative=390957&creativeASIN=B00EUMXIW6&linkCode=as2&tag=plinernet-20

    The square reader will not work because it will only work with Square's gateway. The one we recommend will work with Ignite Payments of Willow Grove whom which we use to integrate credit card processing within TherapyNotes. We also give you the option to manually enter the card and to save it once it is entered. If you save it, you can simply use it each time without having to swipe or manually enter the card. If you have any additional questions, please contact support at 215-658-4550 or via email support@therapynotes.com. Thank you.

  • Avatar
    Jennifer McLean

    I'm a new user. Do I need to do anything to sign up for Ignite Payments of Willow Grove, or do I just go ahead and swipe and I am all set?

  • Avatar
    Laura

    Jennifer,

    Please click the User Icon > Settings > Patient Credit Card Processing > Apply Now. We will email you instructions to get your application started.

  • Avatar
    Adrian Martin
    Do you have a cheat sheet / tutorial for successfully completing the TransArmor PCI Rapid Comply assessment? It seems pretty complex, time consuming, and some of the pick list answers don't seem to easily match the Therapy Notes processing scenario.
  • Avatar
    Jordan
    Adrian, I will have an agent reach to you regarding the PCI compliance questions. Thank you.
  • Avatar
    Julie Davies

    Once I have my merchant ID number, how do I link TN with Ignite Payments of Willow Grove?

  • Avatar
    Laura

    Julie,

    One of our team members will contact you directly about this.

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    George Renz

    Is it possible to pass along the processing/transaction fees to the patient, as some commercial businesses do? Would that cause problems with the insurance payers, or would the fees not appear on the claim? Has anyone done this?

    Also having the credit card info on file would allow us to charge them immediately for a missed appointment (assuming we have that in our service agreement), rather than bill them and hope to get paid.

  • Avatar
    Laura

    George,

    If you want to pass along the fee you can enter a Misc Charge in the patient's chart:
    PATIENTS > Click name > Patient Billing tab > "Misc Charge"

    If your office policy is to charge clients for a missed appointment prior to invoicing them, make sure the clients are aware. To process the credit card:
    PATIENTS > Click name > Patient Billing tab > "Enter Patient Payment"
    Be sure to process the correct card, and allocated it to the Missed Appointment Fee that results from marking the appointment as missed.

    To turn on credit card processing:
    User Icon > Settings > Patient Credit Card Processing

    To store a credit card in a patient's chart:
    PATIENTS > Click name > Billing Settings tab > "+ Enter Card"

  • Avatar
    Twila Farrar

    Quick question; I have a colleague who is using square with a different electronic health management system. Could he sign up with Ignite Payments of Willow Grove or must he sign up with TherapyNotes in order to use Ignite Payments of Willow Grove?

  • Avatar
    Jordan

    Twila,

    In order for him to sign up for Ignite Payments of Willow Grove through TherapyNotes, he would have to open an account with TherapyNotes. I would advise he start the TherapyNotes 30 day free trial as he will get full access to the system. He can even provide us his patient demographics in an excel format and we can upload those into his TherapyNotes account for no charge. If he has further questions please have him reach out to support at 215-658-4550 or via email at support@therapynotes.com.

  • Avatar
    Leigh Deutsch

    We are finishing our taxes and I'm looking for how much I paid in fees for the data merchant. Where can I find this data?

  • Avatar
    Laura

    Leigh,

    To find this information, log onto your Ignite Payments of Willow Grove account. This login information was provided via email from Ignite Payments of Willow Grove when you applied for the merchant account.

  • Avatar
    Sylvia Smith

    how do I get a credit card swiper and printer?

  • Avatar
    Jordan

    Sylvia,

    There is a card swiper we recommend that will work with Ignite Payments of Willow Grove. I have provided the link below for you. http://www.amazon.com/gp/product/B00EUMXIW6/ref=as_li_ss_tl?ie=UTF8&camp=1789&creative=390957&creativeASIN=B00EUMXIW6&linkCode=as2&tag=plinernet-20

    There is not a printer that currently works to print a receipt for a client after charging their credit card. However, you can do the following to generate a receipt within TherapyNotes to provide to a client.

    -Click PATIENTS > Click patient > "Patient Billing" tab > "Create Statement"

    -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.

    -If desired, enter information into the "Statement Comment" box, then click the green "Download Statement" or "Print Statement" button.

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

  • Avatar
    Timothy Giannoni

    Can I get quick assistance on processing a refund for an incorrect amount entered. I saw where you can delete a charge, however it references the difference between a refund a charge deletion.

    thanx. tim g.

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    Jordan

    Tim,

    To perform a refund you must first unallocate the payment from the appointment.

    Please go to the patient billing tab in the patient chart and click on "all items" and click on the payment date and remove the allocation from the appointment, save the changes. Go back to the patient billing tab in the patient chart and click on "enter refund", choose the option "Pay this refund to "and choose the credit card you would like to put the refund back on and click "add refund and pay to credit card".

    If you require any further support please contact us at 215-658-4550 or via email at support@therapynotes.com

  • Avatar
    Tracie Posehn

    Do you have to have a swiper system or can it automatically be charged to saved cc number. My current system is linked to Stripe so all I have to do after entering initial CC is hit "pay" and it is all tracked. I go into Stripe if I need any stat info or make refunds etc which is fine. It also pays directly to my bank account, and has no additional fees other than the 2.?% fee as it comes with my subscription. Does ThN act the same? Mine is also already compliant PCI.

  • Avatar
    Jordan

    Tracie,

    TherapyNotes is partnered with Ignite Payments of Willow Grove to provide credit card processing services so you can store and charge the patient's debit, credit, or HSA card. Credit card rates are very competitive. Ignite Payments of Willow Grove charges 2.6% for Visa, Discover, and MasterCard transactions and 2.89% for American Express, plus a $10/month gateway fee.

    TherapyNotes is certified PCI compliant. TherapyNotes utilizes TransArmor which stores tokens security instead of credit card data. This allows practices to keep credit card accounts on file for future use without actually storing sensitive credit card numbers.

    You can swipe and store credit cards from within TherapyNotes. Collect patient payments such as copays and no-show fees. Put credit cards on file for future payments. Funds are automatically deposited into your bank account.

    You can obtain a USB card reader to swipe credit cards right into TherapyNotes. This solution works on both Macs and Windows PC's, and serves to both improve security and speed up data entry. Purchase the reader for under $60 from Amazon.com. The model we recommend is the MagTek 21073062.

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

  • Avatar
    Michelle Rauss

    I have found it difficult to un-select the automatic saving of credit card information in time before the screen disappears. I don't want to save my client's credit card info, and so find this to be a real challenge. Once I've swiped the card, the window disappears very quickly. Is there any way you might be able to improve this feature? Thank you!

  • Avatar
    Laura

    Michelle,

    Thanks for your feedback! I will send your suggestion to management for review. You can delete stored credit cards by going in the patient's chart under the "Billing Settings" tab.

  • Avatar
    Jesse Saborsky

    I see the suggested mag stripe reader. Is there a reader for chip cards/contactless payment?

  • Avatar
    Jordan

    Jesse,

    At this time if you receive a credit card that has an EMV chip, you will be able to manually enter this card and many still can be swiped in a non chip reader. Manually entering the card will also allow you to save the card for future use. TherapyNotes uses enhanced security called TransArmor to store sensitive credit card data. We never store credit card account numbers, instead representing each credit card with only a security token. This allows TherapyNotes to keep credit card accounts on file for future use without actually having knowledge of or access to the credit card numbers. We are looking into alternative methods for EMV.

    If you have further questions please contact support at 215-658-4550. Thank you.