Payment protocols

RE: Payment protocols

r-more — Sun, 17 Jan 2016 15:44:23 GMT

[quote user="Sal the 1st"]

not aware we have the facility to store card payments.

[/quote]

I believe it's something that you would need set up, I don't think it's a default function. There may also be security provisions you'd need to put in place, but apparently this is how hotels do it when you check in.

RE: Payment protocols

Sal the 1st — Sun, 17 Jan 2016 10:51:31 GMT

I know we are not keen on doing direct claims for insurance unless it is for a large sum (over 400) and has been previously agreed with us (which is a bit different from the insurance company agreeing this with the client) as we have been stiffed so many times for amounts the insurance decide not cover for whatever reason. You are right with the bit on payment plans over more than 3 months Steph

RE: Payment protocols

Steph Worsley — Sat, 16 Jan 2016 23:26:49 GMT

I work in 2 practices with 2 different protocols.....

Main work (referral) if animals aren't insured then we take 50%of lower amount of estimate on admission (clients are told this info and ball park figure when appt made) then if struggling to pay remainder we offer a payment plan over 3 months (any longer and you enter loan territory if I remember correctly...so be careful of this!!!) where the client sets up a standing order or our accounts team ring them on an agreed date to obtain payment.

Other practice general treatment is payment at time of consult, and ideally emergency treatment as well, however if regular client then we will take minimum of 50% and then agree a payment plan to be paid off ASAP, we do try and encourage full payment though as then it doesn't tarnish our relationship with them if they fail to keep up with payments!

RE: Payment protocols

Sal the 1st — Sat, 16 Jan 2016 21:47:08 GMT

ok thanks - wasn't aware of that. We can and do take payments over the phone but not aware we have the facility to store card payments. Believe it or not there are still quite a few places who don't have an electronic terminal.

RE: Payment protocols

r-more — Sat, 16 Jan 2016 18:24:45 GMT

You would need authorisation from you merchant services provider. Many offer the facility to process transactions where a customer isn't present (e.g. taking payments over the phone) relatively routinely. Assuming you're using an electronic terminal (can't believe anyone wouldn't be!), your merchant services provider can set up a facility whereby you take a swipe of the card, it's details are stored and can be referred back to if future payments need to be processed. It doesnt give full access to the details of the card But you would still need authorisation from the client to use the method should it be required.

RE: Payment protocols

WelshyNurse — Fri, 15 Jan 2016 13:49:07 GMT

Checked with our card company. It's illegal

RE: Payment protocols

Sal the 1st — Fri, 15 Jan 2016 12:08:35 GMT

[quote user="r-more"]

Providing it's held with consent, there is no problem with holding credit card details as long as they are held only for an appropriate amount of time, it's no different to what hotels often do when you check in or what Amazon do when you create an account. Clear consent to charge the card is a must though.

[/quote]

but don't you need a secure set up to do this ? and I don't think many practices will have that facility, and I think ? you need some sort of agreement through your card processor/ bank as well ?

RE: Payment protocols

WelshyNurse — Fri, 15 Jan 2016 09:47:03 GMT

A quick Google has shown that keeping records of clients credit/debit card details anywhere, even with consent is illegal!

RE: Payment protocols

WelshyNurse — Fri, 15 Jan 2016 09:38:11 GMT

I will look into this, not sure your correct. Hope you are though as I will start doing the same at my practice!

RE: Payment protocols

r-more — Thu, 14 Jan 2016 20:34:02 GMT

RE: Payment protocols

WelshyNurse — Thu, 14 Jan 2016 18:54:04 GMT

I was going to ask the same Sal. I didnt think this was allowed?

RE: Payment protocols

Sal the 1st — Thu, 14 Jan 2016 18:52:10 GMT

can you legally hold credit card details even with a consent form? I didn't think this was possible?

RE: Payment protocols

Emily Grinnell — Thu, 14 Jan 2016 13:13:59 GMT

It depends on what the patient is in for. Anything routine like vaccinations, neutering etc - payment must be made in full at the time of treatment. If they say they cannot afford it then we re-schedule for when they can.

If its emergency treatment and they cannot afford it then we try to take at least 1/3 of the overall costs and take their credit/debit card details and arrange a payment plan. If they don't come to the practice to pay after the allotted time on their payment plan then we take the amount using the credit/debit card details that we have on file. They sign a consent form at the time. All payment plans are run through the boss though.

RE: Payment protocols

Sal the 1st — Thu, 14 Jan 2016 11:31:06 GMT

ours is very simple uncomplicated and usually works any credit has to be agreed by the boss. Nobody else has the authority to offer credit or offer payment plans. For routine surgery/ neutering we sometimes allow the client to make a number of prepayments with last payment due on the day of the op

RE: Payment protocols

WelshyNurse — Thu, 14 Jan 2016 07:12:06 GMT

Does the practice not have a policy for this? Do they offer payment plans etc?