Accepting credit card payments
Overview
The Billing section in Embodia is where you create, manage, and track all patient invoices and payments.
From generating invoices to recording payments and monitoring invoice statuses, these tools help ensure your clinic’s financial workflows are accurate, consistent, and easy to manage.
Payment methods can connect to an online payment processor (Stripe) that will allow you to collect credit card information and process payment directly from Embodia. To learn how to connect Stripe to Embodia and set up your payment methods please visit this guide: Setting up your payment methods.
Ways to collect credit card information
There are multiple ways to collect a patients' credit card information:
- Collecting payment using credit card on an invoice. Learn more below.
- Manually adding a credit card to a patient's profile. Learn more in the guide, Managing patients' cards on file.
- Sending a payment information request. Learn more in the guide section, Sending a payment information request.
- Requiring credit card information in online booking. Learn more in the guide, Online booking settings.
Collecting payment using credit card on an invoice
Invoices represent the services or products provided to a patient. They can be created manually or automatically (e.g., based on consult statuses).
To collect payment using a credit card, go to the patient invoice page and click Add a payment:
This will open a form that will allow you to select the payment method and the amount to charge:
Click Submit.
If you select a payment method that is connected to a payment processor (Stripe), a new pop-up will appear that will allow you to:
- Email the invoice to the patient - the patient will receive an email with instructions on how to enter their payment information; or
- Enter the patient payment information (or select an existing payment method). Once the payment method has been entered, you can charge the credit card by clicking on Complete purchase.
Transferring a card payment to a different invoice
When a card payment is made for an invoice, it can no longer be deleted. If you need to transfer the payment to a different invoice for the same patient, please follow these steps:
- Generate a new invoice for the patient.
- On the original invoice, click the edit icon next to the payment.
- In the popup form, select the new invoice to transfer the payment.
- Once the payment has been transferred, you can delete the original invoice.
Related guides
You can learn more in the following guides: