This guide will take you through how to setup automatic payment requests for both HotDoc appointments and practice booked 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 before their appointment.

If you would like go a step further and to setup automatic pre-authorisation payment requests for your appointments, please see: How do I enable payment pre-authorisation settings for my appointment types?

Set up automatic payment requests for HotDoc booked appointments

1. Open the HotDoc Dashboard and select Payments > Payment Setup and select Appointment Setup
   
   
   
   
2. 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)
   
   
   
   
3. Scroll to Payment for Online Booked Appointments
   1. Check the box net to Use HotDoc Payments to collect funds
   2. Select if you'd like to store a payment method or pre-authorise the cost at the time of booking (recommended for debt prevention)
   3. Enter estimated cost of appointment, then select the green Save button.
      Note: please consider whether you are passing on the processing fee on to the patient when setting the Cost of appt as this will be 1.75% + 30c more than the actual appointment cost. For more information, please see: How do I set up my HotDoc Payments or Repeats to pass the fee on to the patient?
      
      
      
      
      
4. 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.
   
   
   
   
5. 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:
   
   

Set up automatic payment requests for Practice booked appointments

If some of your practitioners do not want automatic 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: 

1. Open the HotDoc Dashboard and navigate to Payments > Payment Setup > and select Appointment Setup
   
   
   
   
2. Scroll to Payment for your Practice Booked Appointments section and select +Appointment Type Setting. 
   
   
   
   
3. Based on your preferences, fill out the following fields in the appointment type settings:
   
   
   
   
   • Select an appointment type from the drop down (these are imported directly from your Practice Management software)
     
     
   • 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 place a temporary hold of funds on the patients card for 7 days from the time of booking, recommended for preventing debt.
     
     
   • Enter an estimated cost of the appointment
     Note: please consider whether you are passing on the processing fee on to the patient. For more information, please see: How do I set up my HotDoc Payments to pass the fee on to the patient?
     
     
   • Click Save once completed.
     
     
     
4. 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.
   
   
   
   
5. If you'd like to add an additional appointment type settings, please repeat steps 3 and 4.