Enter Payments from Credit Card

The Integrated Credit Card Processing service enables you to process patient payments made with a credit card over the phone or in person. To enroll in this service, please email sales@kareo.com.

There are essentially three steps to the process of applying credit card payments: 1) Enter information about the payment 2) Process the credit card and 3) Apply the appropriate amounts of the payment to the lines of service within the Kareo system.

You can cancel out of a transaction at any time. At the end of processing a credit card payment, you will receive an authorization number. You can print the details of the transaction or save and print a receipt.

Note: To process credit card payments by swiping a credit card, a credit card reader attached to your computer is required.

To enter and process a credit card

Click Encounters >Receive Payment in the top menu.
In the New Payment window, enter payment details: See below.
Once payment details have been entered, do one of the following:

Click Apply Now to apply payment to the lines of service. See section Apply Payments from Patient or Other Payers.
Click Save to save the payment record and apply payments at a later time.
Click Save & New to save the payment record and enter a new payment.

Note: To speed data entry, clicking Save & New copies the batch number, post date and payer type to the next payment being entered.

General: Click to enter information about the payment.
Batch #: Optional. Entering a batch number is helpful for running reports. For example, if you consistently use a naming convention such as date posted + initials of person posting (021411CB), you can easily run reports for specific users who manage payment posting in your office.
Post Date: Defaults to current date. You can override with the date of your choice, for example, the date the money was deposited in the bank.
Type: Select Patient from the drop-down list.

Click the Patient button to select the patient.
Click the Appointment button to select the patient appointment associated with the payment.

Category:Optional. These categories are specific to your practice and must be set up in the Kareo system by your administrator. See section Categories Setup.
Method: Select Credit Card from the drop-down list. Click Process Credit Card Payment. The Process Credit Card Payment window opens to process the credit card transaction.
- Select Swipe Card to process a credit card through a credit card reader attached to your computer; select Enter information to manually type in the credit card information. When finished, click Process Payment.
Reference #: Optional. Enter a reference for your records.
Amount: Amount you entered for the credit card or electronic check transaction.