Managing patients' cards on file

Managing patients' cards on file requires the Managing patient invoices permission on your account. You can check with the clinic manager to see if you have such permission.

Automatically saved credit card information

If you have connected one of your payment methods to Stripe to accept credit card payments, your patients' payment information will automatically be added to their file when they or you enter the payment information on Embodia.

Some instances where they are asked to enter their payment information are:

 

Adding and editing patient's cards on file

You can manage the patient's card on file from their profile by clicking on Billing > Cards on file:

Managing a patient's card on file on Embodia's Practice Management System

In the Cards on file page, you can:

  1. Manually add a new card without charging it by clicking on Add a new card (See the image above);
  2. Edit the internal name of a patient card by selecting the Edit icon and simply entering your desired internal card name (See the image above);
  3. Remove an existing card from the patient file by clicking on the Delete icon (See the image above).

Sending a payment information request

You can also send a payment information request to the patient asking them to provide their information. This is useful if you do not have online booking enabled and/or have not yet generated an invoice for the patient.

The first step is for the clinic manager to set up a form that can be sent to the patient. To do so, the clinic manager can go to Billing > Settings > Payment methods > Request forms, and then click on Add form. There, they can provide an internal name and the body of the form. In the body, it is recommended to include information on why you are asking for the payment information and what this information will be used for.

Creating payment request forms

 


Once a request form is added to the clinic's account, under the patient profile, Billing > Cards on file, you can send a payment information request by clicking on the Payment information requests tab, and then on Send new request.

 

 

In the popup form, select the request form and the payment method. When you submit the form, an email will be sent to the patient with instructions on how to securely provide their payment information in a PCI compliant manner. You can also customize the email sent to patients.

A notification will appear on the patient dashboard indicating that there is a payment information request:

Payment information request on Embodia


By clicking on the secure link, the patient can complete their payment information:

Payment information request on Embodia

You can learn more in the following guides: