How to Set Up Patient Payments

The Payment Processing feature will allow you to request payment from patients for services and collect payment directly in the platform. To set up patient payments for your account, you will need to configure "Payment Configuration", "Payment Notifications" and "Fee for Healthcare Service Types". 

PAYMENT CONFIGURATION:

1. Go to the menu bar on the left hand side and click on “My Organization” and select “Payment Configuration”. 
2. In “Payment Configuration”, proceed with completing the three sections: Tell us about your business, Enter your banking information for depositing collected patient payments and Identity Verification with Stripe. 

Please note that you must complete all of the mandatory fields as indicated by the red asterisk (*) to proceed forward to the next section, other fields are optional. If a section is completed unsuccessfully, the grey header will turn orange and if a section is completed successfully, the grey header will turn green. 

Section 1: Tell us about your business: This information will be used for payment verification and risk analysis. 

1. 1. Business Name
   2. Business Address: Type in your address and select the appropriate business address from the autofill addresses populated below. 
   3. Business Description
   4. Business Email Address
   5. Business Phone Number
   6. Category Code: Search for your area of practice and select the most appropriate option from the autofill options (ex. Counselling services) 
   7. Charge Prefix: This is what will show up on your bank statement when you get paid for your services (ex. ADRA - Consultation) 
   8. Default Charge Descriptor: Description of the charge that you will see on your bank statement when a transaction occurs 

Once you complete the “Tell us about your business” section, click on the “Submit” button in the top right corner of the section. You will then see a pop up to Review Adracare’s Terms and Conditions. To proceed to the next section, you must agree to Adracare’s Terms and Conditions. The grey “Tell us about your business” header will turn green once the section has been completed and saved successfully. 

Section 2: Enter your banking information for depositing collected patient payments: This information  will be submitting to our partner, Stripe for merchant verification 

• 1. Account Holder Type: Individual or Company 
  2. Account Holder Name
  3. Country of Bank Account: CA, UK, US, AU
  4. Currency: CAD
  5. Account Number: This information can be obtained from your banking institution
  6. Routing numbers: This information can be obtained from your banking institution. This is also known as the “transit number”. 

Once you complete the “Enter your banking information for depositing collected patient payments” section, click on the “Submit” button in the top right corner of the section. The grey “Enter your banking information for depositing collected patient payments” header will turn green once the section has been completed and saved successfully. 

Section 3: Identity Verification with Stripe: To complete the payment configuration, you will need to provide your information to our partner, Stripe for identity verification.

Click on the “Complete Identity Verification” button and you will be navigated to the Stripe website to complete the process. Once you have completed the Identity Verification on the Stripe website, you will be directed back to the Adracare platform. The grey “Identity Verification with Stripe” header will turn green once the section has been completed successfully. 

Once you have completed all three sections successfully, the top right hand corner of the “Payment Configuration” section, will show your “Account Status” is “Approved” and you will now be able to request payment from your patients for your services. Please note that the Stripe verification may take up to 24-48 hours to process. 

If you did not complete all three sections successfully, your “Account Status” will be “Pending”. The sections that were completed unsuccessfully will have an orange header.

PAYMENT NOTIFICATIONS:

Payment Notifications for Email:

To set up payment notifications for email, navigate to “My Organization” and select “Email Notification Templates”. In “Email Notification Templates”, select “New” in the top right hand corner.

This will bring you to an “Email Notification Template Details” pop-up where you can customize your email template. Please note that you must complete all of the mandatory fields as indicated by the red asterisk (*). Other fields are optional. 

1. 1. Name: Name of the email template (ex. Payment Request Email)
   2. Access Roles: Assign to the access to the recipient of the email (“Patient”)
   3. Email Type: 
      • Payment Request: This is the email template that will send when you send an invoice 
      • Payment Confirmation: This is the email template that will send once you have received payment 

Once you have filled out the fields in the “Email Notification Template Details”, click on “Create Reminder Email Template” in the bottom right corner to save your template for use. Once you have created your new email template, you will be redirected to “Email Notification Templates” where you will see a green pop up in the top right hand corner that says “Saved Successfully”. 

For email notification templates to be sent out through the platform, the email templates must be activated. To activate an email template, click on the “Activate” button and under the “Enabled” column, the status will change to green and say “Active”. 

Payment Notifications for SMS:

To set up payment notifications for SMS, navigate to “My Organization” and select “SMS Notification Templates”. In “SMS Notification Templates”, select “New” in the top right corner. 

This will bring you to “SMS Notification Template Details” pop-up where you can customize your SMS template. Please note that you must complete all of the mandatory fields as indicated by the red asterisk (*). Other fields are optional. 

1. Name: Name of the email template (ex. Payment Request Email)
2. Access Roles: Assign to the access to the recipient of the SMS (“Patient”)
3. Status: Toggle the status ON to activate this template 
4. Description
5. Type: Select “Payment Request” to create an SMS template for Payment Request notification 
6. Check “Use default SMS” to display the SMS message that will be sent to the patient when an invoice is sent

Once you have filled out the fields in “New Notification Template”, click on “Create Reminder Notification Template” in the bottom right corner to save your template for use. Once you have created your new email template, you will be redirected to “SMS Notification Templates”. 

For SMS notification templates to be sent out through the platform, the SMS templates must be activated. To activate an SMS template, click on the “Activate” button and under the “Enabled” column, the status will change to green and say “Active”. 

FEE FOR HEALTHCARE SERVICE TYPES

To set up the pricing for each healthcare service type, navigate to the menu bar on the left hand side and click on “My Organization” and select “Service Templates”. To add a price to an existing healthcare service type, select the healthcare service type you wish to edit, and click “Edit”. Here you will be able to enter the price for that service. Save your changes by clicking “Save” in the top right corner. You will now see that the healthcare service type now lists the price.

You can also create a new healthcare service type by selecting “New Healthcare Service” in the top right corner of “Healthcare Service Templates”. You can enter in the details of this new healthcare service type and enter the desired pricing for that service.

You will now be able to book appointments using these healthcare service types with prices associated.