Payment links and charging a card on file

In the left sidebar, click Invoices to work across all patient invoices, or click Patients, click the patient's name, then click Invoices in the patient chart when you are collecting from one patient. Payment links and card-on-file charges are invoice actions, so open the invoice first.

How do I open an invoice for online collection?

Open the invoice from Invoices when you are working a queue, or from a patient's Invoices section when you are already in the patient's chart.

1. In the left sidebar, click Invoices, or click Patients, click the patient's name, then click Invoices in the patient chart.
2. Use Status to narrow the list to the invoices you want to work.
3. Use Patient if you are on Billing and want one patient's invoices.
4. Use Created or Updated when you need a date range.
5. Select the invoice row.

The invoice opens in a side panel. Online payment actions appear there only when the invoice can use them.

How do I create a payment link for an invoice?

Create a payment link from an invoice when you want the patient to pay online outside the portal workflow. The payment-link action appears only when the invoice is eligible for online payment.

1. In the left sidebar, click Invoices, or click Patients, click the patient's name, then click Invoices in the patient chart.
2. Open the invoice you want to collect.
3. Use the payment-link action in the invoice panel.
4. Copy the link when it is shown.

You can paste the copied link into a message to the patient.

How do I charge a card on file?

Charge a card on file from a patient's Invoices section when the patient already has a saved payment method and the invoice is eligible for card-on-file collection. Saved cards are shown by card brand and last four digits, for example Visa ···· 4242.

1. In the left sidebar, click Patients, click the patient's name, then click Invoices in the patient chart.
2. Open the invoice you want to collect.
3. Check that a saved card is available for the patient.
4. Use the card-on-file charge action in the invoice panel.
5. Review the charge details in the dialog.
6. Submit the charge.

After the action finishes, return to the invoice to review its current payment state.

What can't I do here?

In the left sidebar, click Invoices, or click Patients, click the patient's name, then click Invoices in the patient chart. Online invoice payment actions are limited in these ways:

• Clinicians do not have access to the operational billing workspace.
• Stripe must be ready for patient payments before online collection actions can be used.
• Card-on-file charging is available only when the patient has a saved payment method and the invoice is eligible.
• Payment actions are hidden when the invoice status does not allow that action.
• Patient portal views hide staff collection actions.

Common questions

Why don't I see the payment-link action?

The invoice may not be eligible for an online payment link, or Stripe may not be ready for patient payments. If Stripe still needs setup, see Connecting Stripe for patient payments.

Why don't I see the card-on-file action?

The patient may not have a saved card, or the invoice may not be eligible for a card-on-file charge. In the left sidebar, click Patients, click the patient's name, then click Invoices in the patient chart and check whether the card information appears.

Can I charge a card before creating an invoice?

No. Card-on-file charges are invoice actions. Create or open the invoice first, then use the card-on-file action if it is available.

Can staff use online invoice payment actions?

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

Where can I learn about refunds, voids and payments collected another way?

See Refunds, voids, and offline payments for payment actions outside payment links and cards on file.