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Using Payments with Best Practice FAQs

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When does the Best Practice invoice amount sync through to HotDoc?

HotDoc will sync the invoice amount from Best Practice after you click the “Store” button in Account Details. If you go to the Dashboard > Payments > Online Bookings, this amount will appear in the column Act ($). It can take up to 5 minutes for this to appear.

Can I add the Payments processing fee to the Invoice in Best Practice?

Yes. When you are creating an Account for the patient, click “Add Item” to create a new item for the processing fee.

I have created my invoice in Best Practice. Why hasn’t the invoice amount synced through to HotDoc?

There are a few scenarios where we are unable to sync the invoice amount. 

  • If you have already completed the payment in Best Practice.
  • If you created more than one account for the same appointment in Best Practice. 
  • If the Account is not linked to a patients appointment.

Please see Why wasn't the invoice synced to the Dashboard? for more information.

How do I reconcile the Payment in Best Practice?

After a patient has paid via HotDoc Payments, the status for the Payment will update to “Paid” in the Dashboard. You can then receipt the funds in Best Practice from the patient’s Billing History. Selecting the relevant invoice will bring up the “Payment Details” screen. From here, you can enter the paid amount in the “Direct Credit” field and click “Pay Now”.

 

HotDoc hasn’t synced an invoice amount. Can I still collect funds? 

Yes. After the consult is finalised, in the Dashboard go to Payments > Online Bookings.
Find the relevant appointment and click the “Collect” button, then confirm or adjust the payment amount if needed. Once you click “Collect Amount” the patient’s stored card will be charged.

 

A patient with a stored card did not attend their appointment. Can I charge a non-attendance fee?

Yes. After the scheduled appointment time go to Payments > Online Bookings. Find the relevant appointment and click the “Collect” button. You will then be able to adjust the amount to reflect your non-attendance fee. Once you click “Collect Amount” the patient’s stored card will be charged.

Will the invoice amount sync with Payment Requests?

Yes. As long as you click “Store” in the patients Account details in Best Practice, you will see the invoice amount appear in the Inv $ column when creating your Payment Request.

Does invoice sync work for appointments made over the phone?

No, at this stage, invoice syncing only works if the appointment was booked through your clinics HotDoc bookings page. However, you can send ad-hoc payment requests to your patients through the Payment Requests section. See Creating a Payment Request for more information.

What is the fee for using Payments?

HotDoc will charge 2.75% +30c per transaction. This charge includes the Stripe or Pin Payments fees.

 

How do I get started with HotDoc Payments?

See Getting Started with Payments for Best Practice for more information.

How do I set up payments for an appointment type?

How to activate Payments for step by step instructions.

What is the patient experience for HotDoc Payments?

See How does a patient pay for their consult for more information.

Is invoice sync available for Best Practice, Medical Director and Zedmed?

At the moment, Payments with the invoice sync feature is only available for clinics using Best Practice. 

 

 

 

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