Payment links and charging a card on file

Payment links and saved-card charges are tied to each invoice. In the left sidebar, click Invoices to work across all patients. Or click Patients, open the patient, then under Billing, click Invoices. From a visit, open the visit and click View invoice on the Invoice card.

How do I open an invoice?

In the left sidebar, click Invoices. Or click Patients, open the patient, then under Billing, click Invoices. From a visit, open the visit and click View invoice on the Invoice card. Use this when you want to review the invoice before you collect.

Use Invoices (1) in the left sidebar to open the organization-wide invoice list. Select a row (2) to open that invoice.

1. In the left sidebar, click Invoices. Or click Patients, then click the patient's name, then under Billing, click Invoices. From a visit, open the visit and click View invoice on the Invoice card.
2. If you are on the organization-wide list, use Updated, Status, Patient, or Created to narrow the list.
3. Select the invoice row.
4. Review the invoice sheet for the balance and the actions available on that invoice.

After the invoice opens, the header and the ⋯ menu show only the actions that invoice can use. On invoice lists, some of the same actions are also available from the ⋯ menu on the row.

How do I create a payment link?

Use the invoice you want to collect from Invoices, a patient's Invoices page, or a visit's Invoice card. Use this when you want to send the patient a direct online-payment link for one invoice.

Use Invoices (1) in the left sidebar to open the invoice list, then select Open an invoice (2) to open the invoice you want to collect. Use Copy pay link in the row menu or Pay link in the invoice to copy a shareable payment link.

1. In the left sidebar, click Invoices. Or click Patients, then click the patient's name, then under Billing, click Invoices. From a visit, open the visit and click View invoice on the Invoice card.
2. Open the invoice you want to collect.
3. Click Pay link.
4. Paste the copied link into your message to the patient.

After the link is copied, Ona shows Payment link copied. Anyone with the link can pay this invoice.

How do I charge a card on file?

Use the invoice you want to charge from Invoices, a patient's Invoices page under Billing, or a visit's Invoice card. Use Charge card on file when the invoice still has a balance due and the patient has a saved card.

Use Invoices (1) to open the patient's invoice list. If the patient does not already have a saved card, use Add card (2) in the Payment method section before you try to charge the invoice. If the patient has more than one billing profile, make sure the saved card is on the billing profile this invoice is paid through before you charge it.

Saved cards appear by brand and last four digits, such as Visa ···· 4242.

1. In the left sidebar, click Invoices. Or click Patients, then click the patient's name, then under Billing, click Invoices. From a visit, open the visit and click View invoice on the Invoice card.
2. If you are on the patient's Invoices page, check the Payment method section for a saved card, or click Add card if the patient does not have one yet.
3. In the invoice, open the ⋯ menu and click Charge card on file.
4. In the confirmation dialog, choose the saved card on this invoice's billing profile and enter the amount to charge, then click Charge.
5. Click Done after the result message appears.

If the patient has no saved card, Charge card on file can open a No card on file dialog. From there, choose Record onsite payment or Add card.

After the charge, Ona records the payment on the invoice. If you charged a draft invoice, the draft is issued without emailing it, and the patient gets a receipt once the charge succeeds.

What can't I do here?

In Invoices and on a patient's Invoices page, payment links and saved-card charges are limited in these ways:

• Clinicians do not have access to the operational invoicing workspace.
• Stripe must be ready for patient payments before online collection actions can be used.
• Pay link and Copy pay link are not available on every invoice. The invoice must be in a payable status and still have a balance due.
• A saved-card charge only goes through when the invoice has a balance due and the patient has a saved card.
• If a patient has no saved card, you cannot charge one until a card is added.
• If the patient has more than one billing profile, a saved card on a different billing profile cannot be charged for this invoice.
• Archived patient invoices are read-only. You can review and download them, but not send, charge, pay link, refund, or void them.
• Patient portal invoice views do not show staff collection actions.

Common questions

Can I charge a draft invoice?

Yes. If the draft still has a balance due and the patient has a saved card, Charge card on file can issue the draft without emailing it. When the charge succeeds, the patient gets a receipt. The charge dialog can also let you pick from saved cards on the invoice's billing profile and charge a partial amount.

What happens if the card is declined or needs authentication?

Ona shows the result in the charge dialog. If the bank needs patient confirmation, the dialog shows Card needs authentication. If the charge is declined on a draft invoice, the invoice is issued but not emailed, and you can use Send invoice instead from the result dialog.

What if the patient has no card on file?

From Charge card on file, Ona can open a No card on file dialog. Choose Record onsite payment or Add card.

What if the patient has more than one billing profile?

Make sure the saved card is on the billing profile this invoice is paid through before you charge it. A card saved on a different billing profile cannot be charged for that invoice.

Can staff use these payment actions?

Yes. Owners, admins, and staff can use the operational invoicing workspace. Clinicians do not have access to these invoice payment actions.

Where do I handle refunds or record a payment another way?

Use Record onsite payment for cash, check, or your clinic's card terminal. For refunds, voids, and other non-link payment actions, see Refunds, voids, and recording offline payments.