TherapyNotes AutoPay is designed to simplify payment collections, saving you time and helping you get paid faster. You can select a patient credit card to be used for AutoPay, which will automatically charge that card for outstanding balances overnight. This guide will walk you through enabling AutoPay for your practice, as well as individual patients, and using reports to track the results of the automatic payment process.
Enabling Automatic Payments for Your Practice
- Navigate to Settings
- Locate the Practice Billing section.
- The option to Enable AutoPay is selected by default but can be unchecked to disable AutoPay if desired.
- When enabled, you will be able to enroll individual patient credit cards in the AutoPay process on the patient’s Billing Settings tab. Once an individual credit card has been enabled for AutoPay, TherapyNotes will automatically charge outstanding balances to that card in an overnight transaction.
- You will also be able to review declined transactions in a report and address issues as they arise.
- Save your changes.
Enabling AutoPay for a Patient
- Navigate to the correct patient for whom you’d like automatic payments enabled.
- Select the Patient’s Billing Settings tab.
- Ensure a valid credit card is on file for the patient.
4. Edit the payment settings.
Under the AutoPay Payment Method, select the patient’s credit card from the dropdown.
Review the summary of the patient’s current balance and any unassigned credits.
- Unassigned credits are automatically applied.
- Any remaining balance will be charged to the selected credit card on finalization of enrollment.
5. Save your changes. A success message will confirm that:
- AutoPay has been enabled.
- Unassigned credits have been applied.
- The remaining balance has been charged to the patient’s AutoPay credit card.
6. Once enabled for a patient, a new AutoPay icon will display next to their balance in the appointment dialog billing tab and on the Patient Billing page:
7. Going forward, when the patient has a new balance due, the balance will be automatically charged to the enrolled card during our nightly batch process.
Viewing AutoPay Transactions in Reports
You can review the outcome of AutoPay batches on the AutoPay Transactions report, now available in the Patient Accounting section of your Billing page. Simply select a daily batch or specify a custom timeframe to view the details and status of recent payment transactions. You can view more information about a specific transaction by clicking the transaction date.
- Navigate to Billing and select AutoPay Transactions.
2. By default, the filter is set to the most recent batch. Select the Custom button to filter transactions by Date, AutoPay Status, Transaction Status, and Patient.
You can filter to any of the following Transaction Statuses:
- Approved: Transaction was approved and credit card was automatically charged.
- Declined: Transaction was declined and credit card was not charged.
- Pending Processing: Transaction is in progress.
- Deleted: Transaction deleted by the user.
- Error: Transaction was unable to be processed by our service.
3. Click on a Transaction ID to view detailed information, including:
- Amount, status, authorization, and reference numbers
- Patient and billing information
- You can also filter the Search Billing Transactions report to view AutoPay payments. To do so, select AutoPay Payments Only in the Items filter dropdown:
AutoPay in TherapyPortal
Patients will see a notification about AutoPay charges in their portal, ensuring transparency regarding their payment schedule. They can use an alternative payment method to settle their balance before the automatic charge is processed if desired. When a patient has AutoPay enabled, their client portal reflects these updates:
- Balances are not displayed on the main page when a client logs in to the portal.
- On the Billing page:
- The balance due is displayed with a message confirming AutoPay enrollment.
- Patients are informed that the balance will be charged during the nightly AutoPay process.