Online Payments

Clinic to Cloud has integrated with Stripe to offer you Online Payment options via the Patient Portal.

The practice registration form inside the Patient Portal now captures payment options (VISA or Mastercard), Private Health Insurance details, DVA card number, Health Care Card number, Pension number and usual GP. Patients are also able to set a different account holder, such as a parent, or other care giver.

Once entered, all information is available in the patients' demographics on the practice side. Patients can save multiple cards on file, however are not forced to, and can skip the Credit Card section if they wish.

Registration form inside the Patient Portal:

Example of registration form with card details saved:

If payment details are entered and saved, practice staff now have visibility to the credit card information (only the last 4 digits), on any invoice raised for that patient, as well as in deposits. These transactions are recorded as Credit Card payments.

Example of an invoice with Credit Card not on file:

Example of an invoice with Credit Card on file:

When receipting a credit card payment on an invoice you can either:

Fill in the amount and click the "Pay" button before saving the invoice. This will attempt to charge the patient's credit card via Stripe.
Fill in the amount and save the invoice without clicking the "Pay" button. This will record a "Manual" payment and will not broadcast any information to Stripe. This option can be used to record Credit Card payments that were received outside of Stripe.

Example when taking a deposit:

It's also now possible to add or remove credit cards on behalf of your patients if you want to give them the option of paying this way. Simply navigate to the patient's Demographics page and click "Edit", then open the "Account Info" tab. Here you'll see the new "Credit Cards" section of the patient's profile. This section also allows you to choose which of the patient's cards to use by default if the patient has more than one card.

Alternatively, patients themselves can process payments via the Patient Portal. This can be done regardless of whether you've invited the patient to your practice's Patient Portal. Patients who have been invited to your Patient Portal will be able to log in and pay their outstanding invoices as usual while patients who have not been invited will receive a link to a single-use page from which they can pay via credit card without a proper patient portal login. This option can be disabled for individual invoices by creating the invoice with "Publish this Invoice to the Patient Portal" unticked.

Below is an example of a single-use payment page for a patient who does not have access to the patient portal:

Here is a handy link which you can share with your patients to make this process as easy as possible for them: For Patients - How to pay my invoices online

Online Payments Reporting

Whoever processed the payment, the patient, or practice staff using card details on file, you now also have a dedicated Online Payments report to account for these transactions.

With the exclusion of "Manual" payments the Online Payments report should be a mirror image of your Stripe account. You can consider the transactions in this report as your 'virtual merchant slips' for all payments made via Stripe. Any transactions that appear with a transaction ID of "Manual" in this report were manual payments that were not broadcast to Stripe when they were recorded.

'Credit Card' payments, just like Cash, or EFTPOS, can be reported on in all Clinic to Cloud reports including Daily Banking.

Notifications to patients

You can now decide if your patients will receive either an email, or SMS, or both regarding (1) Online Practice Registration, (2) Payment Reminder, (3) Payment Acknowledgement.

Go to Settings > Notifications > System Generated SMS and Emails

Online Payment Fees

The Clinic to Cloud Patient Portal is a complimentary service and is free of charge to the practice.

The Clinic to Cloud Online Payments integration, Payment reminder, Automated Medicare rebate processing, including invoice settlement is charged at 1.8% + 30c per transaction.