Question

How do I reconcile my payments if the processing fee is passed on to patients?

Solution

As the fee is covered by the patient, you will use the subtotal net figure in our reporting tool to reconcile your payments. This is the total amount you have received from patients for your payments, and the amount that is payed into your bank account.

The following explains the subtotal figures in some more detail, however to see our recommendation on how to reconcile please see How do I reconcile my HotDoc payments to the receipts in my practice software?

To check your settings regarding the processing fee, see How do I set up my HotDoc Payments to pass the fee on to the patient? 

Subtotal Net 

• • The Subtotal Net figure is what you should use to reconcile your HotDoc payments to your invoices/receipts in your PMS. This is because what is entered in the patient’s invoice and the net amount that you received from the HotDoc payment will balance.

    • Please see How do I use HotDoc payments to reconcile my receipts in my Practice Management Software?
      
      

  • The Subtotal Net is also the amount you will be payed out to your bank account. The payout frequency is based upon the settings with your payment provider so they may come through in smaller or larger increments.
    • For more information please see How do I use Payments Reporting to reconcile payouts to my bank account?

  
  
  
  

Subtotal Fees

• The Subtotal Fees Is the total fees deducted from the total the patient was charged. As you're passing on the fee, there is no action here required by your practice. Please do not add a line item or adjust the cost in the invoice to include the fee.

  
  
  

Subtotal Charged

• The Subtotal Charged is the total the patient’s were charged at the time of paying via HotDoc - this total includes the processing fees. You do not need to use this amount for reconciling.