Authorize Recurring Charges

Set up a recurring payment to a patient's credit/debit card or checking/savings account for regularly due charges (e.g., payment plans, repeating charges).

In Credit Card Manage, double-click a payment account.

Authorize the recurring charge amount and frequency for select patients. On the scheduled payment date, the patient's payment method will be added to the Recurring Charges tool to be processed. Run the tool manually to process the payments or set payments to process automatically at a specific time each day.

  • Recurring payments are allocated to outstanding charges within the family using first in/first out logic (FIFO).
  • Multiple cards can be setup for recurring charges in a family, but this may cause unexpected behavior when the family balance becomes $0.00.
  • When using a single card, adjust Charge Frequency below as required for multiple charges in a single month. Also see Charge Logic below.

To run the tool and for set up requirements, see CC Recurring Charges.

To set up a recurring payment, enter the Authorize Recurring Charges details then select the Charge Frequency.

Authorized Recurring Charges:

Charge Frequency:

Note: If a date does not exist in the month (e.g., 31st or fifth Monday) for the selected charge frequency, recurring charges occur on the last calendar day of the month (e.g., 30th) instead.

Click OK to save.

To exit the Credit Card Edit window without saving changes, click Cancel. To remove the payment information from the patient's account, click Delete.

Editing Recurring Charges

To edit recurring charges, double-click the credit card and update any of the information as needed (e.g., charge amount, frequency, etc). Click OK to save. If the card has already been charged for the current month, update the Date Start to the next expected charge date to prevent additional charges for the current month.

To use the same credit card for multiple recurring charges (e.g., multiple patients or payment plans):

  1. From the Credit Card Manage window, highlight an existing credit card.
  2. Click Reuse Existing Card.
  3. Optional: If the card needs to be moved to a different patient, from Credit Card Manage, select the card and click Move To Patient. Select the patient to which the card should be attached.
  4. On the new copy of the credit card, enter the Authorized Recurring Charges details and select the new Charge Frequency.
  5. Click OK to save.

Charge Logic

If a single card is being used for multiple recurring charges, the card will need to be added to Credit Card Manage of any patients to which the charge is being applied. For payment plans, the card must be added to the payment plan guarantor.

To charge the same patient on different intervals (e.g., fixed day of the month and every other Friday) on the same credit card, the card will need to be added twice. The two saved cards will be charged independently of one another (i.e., the actual charge date for one card instance will not affect the actual charge date of the other card instances).

If Run charge even if no family balance present is checked:

If Run charge even if no family balance present is unchecked, the recurring charge amount will be reduced if the family balance or payplan debit is less than the charge amount. The balance owed is charged instead.

If the payplan debit is less than the charge amount and the family has a balance due, the entire charge amount will be processed. The portion of the payment that exceeds the payplan debit will post to the account as unearned/prepayment.