A payment terminal in your medical practice: what should you look out for?

Doctors, dentists, physical therapists, and other healthcare providers do not all work the same way. Some practices have a single central reception area, while others have multiple treatment rooms or healthcare providers operating as separate entities. The proper terminal configuration follows that structure.

At the front desk or on the go at the practice

A fixed terminal is suitable when all patients pay at a single counter. A mobile terminal can be moved between rooms or used immediately after a treatment. SoftPOS may be a good option for limited mobile use or home visits.

Test range, battery life, and visibility. A device that is constantly out of range or positioned in a public, visible spot is not practical.

Compare mobile and countertop payment terminals based on your practice workflow, connectivity, and desired support.

Determine who will receive the payment

In a group practice, various healthcare providers, business ID numbers, or bank accounts may be involved. Determine in advance whether payments will be processed centrally or on a per-entity basis, and what references are needed for internal allocation.

A terminal name or report filter does not change the legal beneficiary. Have your accountant check the structure.

Limit data to what is necessary

The payment solution does not require any diagnostic or treatment information. Use neutral descriptions and avoid displaying amounts or names to other patients unless necessary. Grant employees only the permissions they need.

Where possible, separate patient records, payment status, and card information. The certified provider processes the sensitive payment information.

Integration with practice software

An integration can automatically forward the amount or report the status, but only if the practice software, point-of-sale system, and provider have a supported interface. Request documentation and have the integration tested.

Do not confuse card payments with eFact, certificates, or third-party payer processing. These are separate healthcare administrative processes.

Would you like to know how a point-of-sale integration automatically transfers amounts? Read about how a point-of-sale integration transfers amounts.

Practical Check

• One or more payment locations?
• One or more legal entities?
• Landline, cell phone, or house call?
• What payment methods and reports are available?
• Is software integration supported?
• Who is authorized to issue refunds?
• What kind of support is available outside of consultation hours?

For mobile healthcare services and home visits, you can also check out SoftPOS for home visits.

Making the right choice starts with how you operate

A well-designed practice setup makes payment easy without creating additional patient data or administrative work. Don't choose the device until the payment location, entity, software, and privacy policies are clearly defined.