This guide will take you through how to setup automatic payment details AND pre-authorisation requests for online booked, HotDoc appointments.
Depending on your clinics preferences and workflows, you may wish to follow the steps to complete both, or just one of the below sections. This allows you to capture patient's card details or estimated appointment cost pre-authorisation before their appointment, to be able to collect payment, post appointment.
Please ensure that you've already setup your payment method prior to following the steps below. Instructions to complete this can be found here: How to setup a Payment Provider |
In this article |
Set up automatic payment requests for HotDoc booked appointments
Payments is required to be activated for each Appointment Type you would like HotDoc to request payment for. You can set the cost that you wish to charge for each appointment type. |
-
Open the HotDoc Dashboard and select Payments > Payment Setup and select Appointment Setup
-
Scroll to the Online Booked Appointments section. Here you will see a list of all your HotDoc appointment types. Select Setup next to the desired appointment type:
(Note: you can also access this in Bookings > Appointment Types > Select Edit next to the type you wish to add payments to)
-
Scroll to Payment for Online Booked Appointments
-
Check the box net to Use HotDoc Payments to collect funds for this appointment then decide between either:
-
-
-
-
Store a payment method
-
Here the patient has to add a valid payment method before their booking is confirmed
-
-
Pre-authorise appointment cost*
-
Here the full appointment amount it temporally held for up to 7 days. If the appointment is after 7 days the pre-authorisation will be released however card details will remain stored for payment collections.
-
-
-
-
* Please note: Usage fees apply for pre-authorised payments for appointments and are AUD$0.35 plus GST per authorisation attempt and will be charged to your clinic directly as part of your regular invoice.
Store a payment method Pre-authorise appointment cost -
-
- You will also receive a prompt to Setup, Edit or Delete payment settings for this appointment type when it is booked directly through your practice.
See Set up automatic payment requests for Practice booked appointments for further setup instructions. -
If your practitioners charge different amounts, you can adjust the payment amount per practitioner by heading to Bookings > Practitioner Setup > Edit and following the instructions to edit Appointment Types:
If your clinic offers Bulk Billing, you can exempt eligible patients from being requested to provide a payment method when booking online. For more information, please see: How do I make patients that are eligible for Bulk Billing exempt from payments? |
Set up automatic payment requests for Practice booked appointments
If you are not automatically collecting payment requests for appointments booked directly via the practice, you will need to use the manual workflow for this appointment type and practitioners using this guide: How to manually request patient card details for an upcoming appointment.
To set up automatic payments requests for your appointment types booked directly through your practice, follow the instructions below:
-
Open the HotDoc Dashboard and navigate to Payments > Payment Setup > and select Appointment Setup.
- Scroll to Payment for your Practice Booked Appointments section and select +Appointment Type Setting.
-
Based on your preferences, fill out the following fields in the appointment type settings:
Store a payment method Pre-authorise appointment cost
- Select an appointment type from the drop down (these are imported directly from your Practice Management software)
- Enter an estimated cost of the appointment
Note: please consider whether you are passing on the processing fee on to the patient. - Create request automatically: Tick this if you'd like the request to be sent automatically.
- Cancel appointment automatically: Tick if you'd like the appointment to be cancelled if patient does not add payment details within 90 minutes of request. The patient will be sent two requests within this timeframe prompting them to store their payment method.
- Pre-authorise the full cost: Tick if you'd like to pre-authorise the full estimated cost of the payment, and take a hold for seven day. Please note this will incure a 35c charge to your clinic per pre-authorisation attempt.
- Click Save once completed.
- Click Save once completed.
- Select an appointment type from the drop down (these are imported directly from your Practice Management software)
-
You'll see now that the settings have been applied. If you'd like to make changes to the settings click Edit. If you need to remove the setting, select Delete.
- If you'd like to add an additional appointment type settings, please repeat steps 3 and 4.
If your clinic offers Bulk Billing, you can exempt eligible patients from being sent payment requests when booking directly at the clinic too. For more information, please see: How do I make patients that are eligible for Bulk Billing exempt from payments? |
The following articles may be useful to provide further guidance on managing your payments and the patient journey. |