Payments Overview
Payment Capabilities
| Feature | Description |
|---|---|
| Card Registration | Save card on file without charging |
| Deposits | Collect a partial payment upfront |
| Full Payment | Charge the full service price |
| Saved Cards | Use previously saved payment methods |
How Payments Work
Payment Flow
When payment is required for a service:
- Patient selects service and time
- Completes account and patient information
- Payment step appears
- Patient enters card or selects saved card
- Card is validated and charged/registered
- Booking completes
Payment Processing
Online Booking uses OutSmart Pay for patient credit card processing:
- Secure and PCI-compliant
- Supports major credit cards
- Handles card registration and charges
Payment Types
Card Registration Only
Just saves the card without charging:
- Card details stored securely by OutSmart Pay
- No immediate charge
- Card available for future billing
- Useful for no-show protection
Deposit Payment
Charges a partial amount upfront:
- Fixed deposit amount configured per service
- Remainder due at appointment
- Creates invoice in OutSmart
- Non-refundable (configurable)
Full Payment
Charges the complete service price:
- When deposit equals or exceeds price
- Creates full invoice
- Nothing due at appointment
Payment Decision Logic
The system automatically determines payment type:
| Condition | Result |
|---|---|
| No service price | Card registration only |
| Price is $0 | Card registration only |
| Deposit > $0, less than price | Deposit charged |
| Deposit equals price | Full payment |
| Deposit exceeds price | Full payment (capped at price) |
| No deposit configured | Full payment for service price |
| Card-only requirement | Card registration only |
Where Payments Are Configured
Payment requirements are set per service in OutSmart:
- Which services require payment
- Deposit amounts
- Card registration requirements
- Payment processing settings
Configuration Location
Payment settings are managed through:
- OutSmart service/event type settings
- Office payment configuration
- OutSmart Pay setup for the office
Patient Experience
First-Time Payment
- Credit card form appears
- Patient enters card number, expiry, CVC
- Authorizes the charge
- Card is processed
- Card is saved for future use (optional)
Returning Patients
If patient has saved cards:
- List of saved cards shown
- Patient selects existing card or adds new
- Selected card used for payment
- Can add new cards anytime
Payment Security
| Measure | Description |
|---|---|
| PCI Compliance | OutSmart Pay handles all card data |
| Tokenization | Card numbers never touch your server |
| Encryption | All data encrypted in transit |
| 3D Secure | Additional verification when required |
Payment-Related Topics
| Topic | Description | Link |
|---|---|---|
| Card Registration | Save cards without charging | Card Registration |
| Deposits | Collect upfront payments | Deposits |
| Saved Cards | Manage stored payment methods | Saved Cards |
Common Scenarios
New Patient, First Booking
- No saved cards available
- Must enter new card details
- Card saved for future visits
- Payment or registration processed
Returning Patient with Saved Card
- Saved cards displayed
- Patient selects preferred card
- No need to re-enter details
- Payment processed instantly
Service Without Payment Requirement
- No payment step shown
- Booking completes without card
- No card registered
Troubleshooting
Payment Step Not Appearing
- Check if service requires payment
- Verify payment settings in OutSmart
- Confirm OutSmart Pay is set up for the office
Card Declined
- Patient should try different card
- Check card has sufficient funds
- Card issuer may need to authorize
Payment Succeeded but Booking Failed
- Contact us at contact.outsmartemr.com
- Payment may need manual adjustment
- Check OutSmart for partial records
Next Steps
- Card Registration - Saving cards on file
- Deposits - Collecting upfront payments
- Saved Cards - Managing payment methods