HotDoc Payments allows you to configure your payouts so that practitioners can receive payments directly into their own individual bank account, rather than a central practice bank account. Follow the steps below to set this up.

How to set up Direct to Practitioner Payouts

1. In your Dashboard, go to Payments > Payment Setup > Accounts. 
   * Note: You must have a Payments Provider account set up for your practice first. This is to ensure you have a fallback account for payments. 
   
   
   
   
2. Scroll down to Practitioner Accounts and select Setup next to the practitioner's name:
   
   
   
3. Follow the steps outlined in the modal - This will be different depending on if you are using Stripe or Pin Payments as your provider.
   
   Example for Stripe users

Please click the tab below to see the instructions:

How do I change the payment destination after I've set this up so the funds go to the practice account instead of the practitioner? 

1. In your Dashboard, go to Payments > Payment Setup > Accounts
   
   
   
   
2. Under Practitioner Accounts, select the Edit button next to the practitioner's name 
   
   
   
   
3. Select the radio button next to the practices payment account then select Save. 
   
   
   
   
4. The Funds Paid To column will then be the practices payment provider account, as opposed to the individual practitioner. You can change this at any time by repeating the steps above. 

Practitioner Payout FAQs 

In what scenarios would a practitioner receive a payment?

If the practitioner has a linked payment account, the payment will go to the practitioners nominated bank account for any appointment or request types that are enabled for payments, or manual payment requests. This includes:

• Automatic online booked appointments or Practice booked appointment requests
• Manual card detail requests for any upcoming appointment 
• Manual Payment requests for adhoc purposes- ensure you add the practitioners name in the setup when sending this request. 

• Quick Consults

When will a practitioner receive their payout? 

Practitioners will start receiving funds directly into their bank account depending on the payout/transfer frequency settings with their selected payment provider.

• For Stripe, the initial payout can take between 7-14 days. For more info see https://stripe.com/docs/payouts

How do I change the frequency of my payouts?

This can be done with your payment provider directly. For more information see:

• For Stripe: https://stripe.com/docs/payouts#payout-schedule
• For Pin Payments:https://pinpayments.com/support/transfers/transfer-schedule 

If an appointment is cancelled or rescheduled, will a practitioner receive the payment?

If an appointment has been cancelled, we will cancel the payment request and the practitioner will not receive the payment. 

If rescheduled, and the rescheduled appointment has payment settings enabled, we may create a new payment request if within the appropriate time requirements. Alternatively, you will need to capture payment a different way (Eg. At reception or HotDoc via Payment Request). 

• *We recommend setting up payments for your practice booked appointments so that we send a new payment request when appointments are rescheduled. To do this, see: How to setup automatic payment requests for appointments
  

What happens with the payment if an appointment is rescheduled to a different practitioner?

If the appointment is rescheduled to a different practitioner, the original payment will be cancelled. If the new practitioner's appointment types have payment settings enabled, we may create a new payment request. Alternatively, you will need to capture payment a different way (Eg. At reception or HotDoc via Payment Request).

Please note: For appointments set up to take a pre-authorised hold, these are transferable between different practitioners as the payment is only held, not taken.

How is payment collected when a pre-authorisation expires for a Quick Consult request or it if it is reassigned to a different practitioner?

When a patient requests a repeat prescription or referral, we pre-authorise the funds for 5 business days. After this time, or if the request is reassigned to a new practitioner with a different payout account, we release the funds and store the patient's payment method so that your practitioners can approve still approve the request, and receive payment.

For case's where the hold has been released and there are insufficient funds to capture payment, the patient will be sent a request to update their payment details to capture this payment, before their request can be completed.

For more information please see: How to manage failed Quick Consult payments

What happens to the booking fee if a Quick Consult request is declined or refunded?

If practitioners initially decline a request, we will not charge the patient the booking fee. 

If your practitioners initially approved a request, then refund it, the gross amount will be refunded to the patient meaning your practice or practitioner* will wear the cost of the booking fee. For example:

• Clinic/Practitioner approves request, patient is charged $17.07

  • In this case, the net amount set by the clinic was $15.00

    • +$15.00 goes to clinic or practitioner's payment account, as the patient covers booking fee of $2.07.
      

• If the clinic later refunds request, the charge is refunded in full

  • (-$17.07) from clinic's or practitioner's* payment account goes to the patient, and clinic wears cost of the booking fee.

*Please note: by default payments are set up to a clinic's payment account, however if your practitioner is set up to receive direct practitioner payouts then it is their account that will be utilised