This feature is designed to increase your front desk efficiency by allowing receptionists to collect payments for all your appointments in the HotDoc Sidebar and have greater visibility over your payment activity. Please read below to view the journey, as well as FAQs about how this works.
|
In this article |
What do the different statuses in the Sidebar mean
Payments can be accessed by going into the Sidebar and clicking 'Payments to action'. Here you will find a list of patients' appointments to action. Below is what each status means.
|
To action - Payment activity that requires your attention
|
|
|
Patients with a stored card
| |
|
Payments completed today
| |
|
Activity list order
|
How to filter payments by status
- Click on the drop-down menu at the top of the list and select the status you wish to filter by
- To remove the filter, go back to the drop-down menu and select “All”.
Receipting payments (Best Practice customers)
The majority of the time, you can receipt an invoice right away once you see the payment is successful. There are rare cases where the payment transaction can take longer than expected. In that situation, you can close the processing window to complete other tasks. This “Needs receipt” status will notify you that a payment was successful, but the invoice is waiting to be receipted.
- These payments will appear with the needs receipt status in your sidebar
- To remove these from your to action list, receipt the payment in Best Practice
- HotDoc will then sync that change and mark the payment as paid
|
For further information about collecting Payments in the Sidebar, please see: |
FAQs
What is the order of my action list?
+
The order of the action list was designed so that you can quickly collect a payment for a patient who has just finished their appointment. The list is sorted so that the most recent payment activity appears at the top of the list, allowing you to take action quickly and efficiently.
Why would I cancel a payment?
+
You might need to cancel a payment if you no longer need to collect payment through HotDoc. This could be because the patient has paid through an alternative method: EFTPOS, cash, over the phone, etc.
If someone collects funds for an appointment using the HotDoc dashboard, will that update in the sidebar to prevent double payment from the patients?
+
Yes, the payment status from an action in the dashboard will update in the sidebar and vice versa.
Do I need to refresh the sidebar to ensure that the information is up-to-date?
+
The action item list will automatically refresh when payments become 'Ready to collect' or when there is a new payment status to update.
What is the patient journey when an appointment is using payments?
+
To learn more about the patient journey for payments, read this HotDoc support article: Payments - The Patient Journey
What should I do if a Payment fails?
+
If a payment fails, you will see this in your Sidebar. As soon as the patient's card fails/declines, an SMS will be sent to the mobile number in the patient's file asking them to process payment. We will also insert a note into the patient's appointment within your practice software indicating that the payment has failed and that we have notified the patient. You will also see this in your HotDoc Dashboard. If the patient still does not provide a valid payment method, you can cancel the request in your HotDoc Dashboard and arrange payment with the patient via another method.
For more information, please see: How to manage failed payments for Appointments
How do I process a Medicare claim for payments made through HotDoc?
+
To learn about how to process a Medicare claim, read this helpful Support article that will guide you through the process, How should we process a patients Medicare Rebate for appointments paid for via HotDoc?