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Kareo Help Center

Collect Copay or Payment

Updated: 04/01/2021
Views: 8133

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

To collect patient payments via a Stripe Terminal, review Stripe Terminal: Collect Patient Payment.

Important Notes:

  • Collect Payment is only available for Kareo Billing subscribers.
  • Credit/debit card payments can only be processed if Kareo Patient Payments has been activated on your account.
  • A payment processed through Kareo's Platform shows as an Unapplied Payment until it's applied to the patient's account in the Kareo Desktop Application.

Initiate Payment

  1. Hover over the Platform icon and click on Dashboard. The Dashboard opens.
  2. Click on the appointment to view the appointment card.
  3. Click More Options > Collect Payment. The Collect a Payment page opens.

Collect Payment 

  1. Verify patient details, review outstanding charges and unapplied payments.
    • Click Total Account Balance to see an overview of charges and unapplied payments.
    • To view or print the Balance Details, click Print.
  2. By default, the Payment Amount field is populated with the Total Account Balance. If necessary, enter a different payment amount.
    • To enter additional details about the payment (e.g., date of service), click Add Payment Note. This note is only visible to the practice and does not print on the patient receipt.
  3. Select Payment Method of "Credit Card", "Cash", or "Check".
  4. If Credit Card is selected, choose how to process the payment:
    • 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 will not be processed through Stripe. 
    • To use a saved patient payment card, click to select the card.
    • To manually enter or swipe a new card, click + Manually Enter New Card. Then, populate the Name on Card, Card Number, Expiration Date, and three-digit CVV code.
      • 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.
        Note: For practices who subscribe to Kareo Engage and has the Patient Payments feature activated, send a Credit Card Authorization form through the Patient Intake workflow. Patients can add, edit, or remove credits card(s) on file and electronically sign the authorization form.
  5. Click Finalize Payment. The Collect a Payment confirmation page opens.
  1. Review the details in the confirmation window. If applicable, click Back to return to the previous window and make changes.
    • 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.
  2. Click Submit Payment. The Receipt page opens.

Payment Receipts

If "Create an itemized receipt" was selected when the payment was submitted, a detailed receipt displays. Otherwise, a non-itemized payment receipt displays.

  1. To print the receipt for the patient, click Print at the bottom of the window.
  2. 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 will not be sent via email.