Let's walk through an enhancement to the checkout flow, streamlining your payment process with patients.
You will now have the ability to select the payment method your patient will use before handing them the iPad to apply the tip amount. This helps your team keep all patient actions together and reduces the need for back-and-forth interactions during the payment process.
1. When you are ready to checkout after a procedure, you can access the cart two ways
Directly from the procedure itself, locate the credit card icon in the upper right hand corner (shown in photo below)
When using the Provider App on a mobile device, you will click the three dots in the upper right hand corner > scroll down and click "Take Payment"
On the patient's timeline through the Provider App, you will see a "Take Payment" button from their chart preview
2. This will bring you to the cart, with the patient's current total based on what was charted during the procedure.
Add any retail items or additional items to the cart if needed.
Utilize the Promotions tab if the patient wants to pre-purchase any packages, or if you want to apply any special discounts to their total.
Click into the Wallet to redeem any products or services that apply to what's in their cart.
Reminder here: you must have the cart finalized before heading to checkout, as you will not be able to back up and edit the cart once the payment process begins.
3. If the patient has any outstanding or draft invoices, you will have the option to merge multiple invoices into one payment if needed.
In order to merge multiple invoices into one, all invoices will need to be associated to the same clinic within the account. If you get an error regarding this, you will need to first back out of the cart, check all invoices, and update the clinics to match before proceeding.
If you do not wish to merge invoices, click Resume Checkout and you will head to the next step to choose the payment method.
4. If you choose to merge multiple invoices for one payment, the next screen will show you a list of the outstanding invoices, where you can check each invoice you would like to merge.
5. Next, you will see an invoice overview of the current total, including any merged invoices, discounts and promotions, sales tax, etc.
If the total and information looks correct, hit Select Payment Method at the bottom.
6. This is where you can tap the Payment Type the patient wishes to use for the transaction.
Please Note: If you see any integrations or payment methods that show Unavailable, this either means there is no credit value tied to the patient wallet, or that the integration is either not enabled or the patient hasn’t been enrolled on their end yet.
Cherry Integration: https://learn.aestheticrecord.com/en/?q=cherry
Klarna Integration: https://learn.aestheticrecord.com/en/?q=klarna
7. Most payment types allow for Split Payment, if the patient wishes to use more than one payment method for their total.
If you choose Pay Custom Amount, you will be able to adjust the total shown. After clicking Continue, you will be taken back to the payment method screen to select the next form of payment. This will repeat until the total is fully compensated for.
8. If they wish to pay the full amount using one payment method, you can click Continue.
9. This last step is where you can give the patient the iPad to apply their tip amount.
If multiple invoices were merged, and with different providers tied to each invoice, there will be an option for the patient to tip each provider separately.
This screen is a helpful breakdown of the Invoice Amount + Tip Amount to show the final total the patient will be paying.
When this portion is complete, you can direct the patient to hit Charge on their end.
10. The patient can choose if they would like their receipt emailed to them or not.
Helpful Tip!
11. After the payment is complete, if you notice the wrong employee is tied to a portion of the invoice, head back to the patient's timeline > locate the Chart from the recent transaction > and click View Receipt.
Then, you can select the provider's name and a dropdown will appear for you to choose and apply the correct employee to the invoice.
12. You can also adjust employees tied to the invoice from the web.
From your dashboard click on the Sales Tab at the top > select the invoice > and click on the employee you need to change.
13. If you need to adjust the tip amount after a sale is complete, you can do so through the web.
From your dashboard click on the Sales Tab at the top > select the invoice > click on Edit Tip.
14. From there you can adjust the tip amount to the correct total, and be sure to save before leaving the invoice!
