Deposits
What Are Deposits?
Deposits are partial payments collected during booking:
- Amount less than full service price
- Charged immediately at booking
- Remainder due at appointment
- Creates invoice in OutSmart
When Deposits Apply
Deposit Requirements
Deposits are charged when:
- Service has deposit amount configured
- Deposit is greater than $0
- Deposit is less than service price
Automatic Full Payment
When deposit equals or exceeds price:
- System charges full price instead
- No remaining balance
- Treated as full payment, not deposit
Deposit Amount Logic
| Scenario | Result |
|---|---|
| Deposit: $50, Price: $150 | Charge $50 deposit, $100 due later |
| Deposit: $150, Price: $150 | Charge $150 full payment |
| Deposit: $200, Price: $150 | Charge $150 (capped at price) |
| Deposit: $50, Price: $0 | Card registration only (no charge) |
Patient Experience
What Patients See
- Service selected shows deposit amount
- Payment step shows amount due
- Message clarifies this is a deposit
- Card charged for deposit amount
- Confirmation shows amount paid
Payment Display
The payment step shows:
- “Deposit: $50” or similar
- Not the full service price
- Clear indication of what’s being charged
Invoice Creation
When a deposit is collected:
In OutSmart
- Invoice created automatically
- Shows deposit amount
- Linked to appointment
- Patient account updated
For Billing
- Deposit applied to service
- Remaining balance tracked
- Collect remainder at appointment
- Or bill after service
Configuring Deposits
Deposits are configured per service in OutSmart:
- Edit the service/event type
- Set the deposit amount
- Enable payment requirement
- Save settings
Configuration Options
| Setting | Description |
|---|---|
| Deposit Amount | Fixed dollar amount |
| Require Card | Always get card on file |
| Payment Mode | When to charge |
Deposit Use Cases
High-Value Services
For expensive procedures:
- Large deposit secures booking
- Patient committed to appointment
- Reduces no-shows
New Patient Visits
For first appointments:
- Validates patient intent
- Collects some revenue upfront
- Encourages attendance
Specialty Consultations
For specialized services:
- Time is valuable
- Deposit compensates for holds
- Discourages frivolous bookings
Refund Policies
Deposits may be:
| Policy | Description |
|---|---|
| Non-refundable | Patient forfeit deposit if cancelled |
| Refundable | Full refund for valid cancellations |
| Partial refund | Refund with cancellation fee |
Common Questions
Can deposit amount vary by service?
Yes - each service has its own deposit configuration. Some may have $25 deposits, others $100.
What if patient can’t pay deposit?
They cannot complete the booking. The deposit is required to secure the appointment.
How is the remainder collected?
At the appointment or via billing:
- Collect at check-in
- Bill to account after service
- Process additional payment
Are deposits shown on receipts?
Yes - patients receive confirmation of deposit paid, and full invoices are in OutSmart.
Troubleshooting
Deposit Not Charging
- Verify deposit amount is configured
- Check that service price > $0
- Ensure OutSmart Pay is set up for the office
Wrong Amount Charged
- Check service deposit configuration
- Verify price vs. deposit settings
- Deposit never exceeds price
Invoice Not Created
- Check OutSmart billing settings
- Verify OutSmart Pay is set up for the office
- Contact us at contact.outsmartemr.com if the issue persists
Next Steps
- Saved Cards - Managing payment methods
- Payments Overview - General payment information