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Kareo Help Center

Collect Patient Payment

Updated: 04/01/2021
Views: 11590

The Collect Patient Payment feature provides an easy way to record or swipe a card to post patient payments for copays and outstanding account balances.

Note: To collect a patient payment via the terminal, review Stripe Terminal: Collect Patient Payment.

Collect Patient Payment

  1. Navigate to the patient's record or existing appointment.
  2. Click Collect Patient Payment to initiate the transaction. The Collect Patient Payment window opens.
  3. Verify patient information, review outstanding charges and unapplied payments.
    • Patient name, DOB, phone and address.
    • Click Total Account Balance to see an overview of charges and unapplied payments.
      • To view a printable version of the Balance Details, click Print. Then print, if desired. 
  4. Enter the payment information.
    1. Payment Amount: By default the Total Account Balance populates. If necessary, enter a different payment amount.
    2. Click Add Payment Note to enter details about the payment (e.g., reference number, check number, date of service).
      Note: Payment Notes are only visible to the practice and do not print on the patient receipt.
    3. Payment Method: Click to select how the payment is being made.
    4. If Credit Card is selected as the method:
      Note: Credit/debit card payments can only process through Stripe for Kareo Patient Collect subscribers with an active payments account.
      • To record a credit card payment that has already been processed, click to select "Do not charge credit card. For recording purposes only.".
        Note: If this option is selected, the payment does not process through Stripe. 
      • Select card on file or enter new card:
        • If applicable, click to select a saved card on file to process the payment.
        • To swipe a new card or manually enter the Name on Card, Card Number, Expiration Date, and three-digit CVV code, click + Manually Enter New Card.
          • To securely save the new credit card information in the patient's record for future payments, click to select "Save this card on file".
            Note: This option requires the cardholder's written permission. For convenience and optional use, click Download Patient Agreement for a template. Kareo Engage subscribers have the option to send a Credit Card Authorization form through the Patient Intake workflow which allows patients to add, edit, or remove credits card(s) on file, and electronically sign the form.
  5. Click Finalize Payment. The confirmation window opens.


  1. Review and confirm the payment information is correct. Then, click Submit Payment. The Receipt window opens.
    Note: A submitted payment shows as an Unapplied Payment until it is applied to the appropriate service(s) associated with the patient.
    • To generate a detailed receipt (e.g., for FSA/HSA patients), click to select "Create itemized receipt". Otherwise, a non-itemized receipt displays once the payment is submitted.



  1. A non-itemized payment receipt displays. If "Create an itemized receipt" was selected when the payment was submitted, a detailed receipt displays (as shown in the image). 
    • To print the receipt for the patient, click Print at the bottom of the window.
    • To enter the patient's email address to receive a modified email receipt that only contains general information (e.g., payment confirmation number, date payment was processed, amount paid), click Email at the bottom of the window. 
      Note: The full details of itemized and non-itemized receipts can only be printed and is not sent via email.



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