Adding Payment Methods
Once you've connected your Stripe account with Zencare, you can easily add credit cards or bank accounts to your client records for payment processing.
Adding a Credit Card
First, search for the client and open their Client Profile by going to Clients, selecting their profile and then selecting View.
Next, go to Contact & Clinical, select the Payment Methods tab, and then select Add Payment Method in the bottom right.
A window will open prompting you to select a payment type. Select Card and then select Next.
Next, you will be prompted to input the credit card details. The client name and address (if one has been previously saved) will be pre-populated in the fields provided. When you enter the credit card details the text in the Card Info, Expiry, and CVC fields will appear blue if the card you've entered is valid. If the card details you've entered are not valid, the text will appear red and you will not be able to save the card successfully.
Select the Save button to add the client's credit card to their profile. Once the card has been added successfully, you will see it listed as a payment method for this client's profile. You can select the triple dot menu to delete the card if needed.
Adding a Bank Account
First, search for the client and open their Client Profile by going to Clients, selecting their profile and then selecting View.
Next, go to Contact & Clinical, select the Payment Methods tab, and then select Add Payment Method in the bottom right.
A window will open prompting you to select a payment type. Select Bank(ACH) and then select Next.
Next, ensure the client's full legal name is entered into the Full Name box, and enter their Email in the following field, then select Submit.
You will be prompted in the upper right hand corner when the email has successfully been sent to the client. From there they will enter their bank account information. When they are finished, the payment method will be populated under Payment Methods.
Notes about Stripe and Security
As part of Zencare's integration with Stripe, when you add a credit card the details are submitted to Stripe via secure real-time API call. Stripe then uses the industry standard Luhn algorithm, also known as a Mod-10 check, to validate the card. As soon as validation is completed, the card is successfully added and the details are securely vaulted in a way that will allow you to process transactions on the card without having to ask the client to present their card for every payment.
For security and compliance reasons, once a payment method has been added to a client record it cannot be edited. To make changes to the card or account, you must remove the payment method and then add it again.
You and any other users of the account won't ever be able to see the credit card or bank account details in full. You will only ever be able to see the last 4 digits of the card or account. It is critically important as part of PCI Compliance that you do not ever write down client credit card numbers or bank account details on paper or store them in files on your computer. Client payment methods should always be input into Zencare Practice Management by having the client present their card or void cheque onsite and using the secure Payment Method entry window.
Configuring a Default Payment Method
In order for Autopay to run on enabled clients that have more than one payment method, you will need to configure which method should be used as the default for automatic processing.
Go to a Client Profile, then Contact & Clinical, and finally the Payment Methods tab.
Open the three dot action menu next to the credit card that you would like to set as the default and select Make Default.
The default card will now be used for Automatic Payment Processing, if enabled. If this card is deleted, you will need to select another default to continue using autopay for this client.
Note: Clients cannot change their default card from the client portal at this time.
Removing and Updating Client Payment Methods
You can easily remove a payment method from a client's account at any time.
First, search for the client and open their Client Profile by going to Clients, selecting their profile and then selecting View.
Next, go to Contact & Clinical, select the Payment Methods tab. Then select the kebab menu on the payment card and select Delete.
You will then be presented with a confirmation screen. Select Yes, Delete Payment Method to complete the process.
Note: For security and compliance reasons, once a payment method has been added to a client record it cannot be edited. To make changes to the card or account, you must remove the payment method and then add it again.
It is critically important as part of PCI Compliance that you do not ever write down client credit card numbers or bank account details on paper or store them in files on your computer. Client payment methods should always be input into Zencare directly by having the client present their card or void cheque onsite and then inputting the details into the secure Payment Method window that opens when you select the Add Payment Method button.
Card Sharing
In the event where multiple clients may be using a single payment method, such as a parent with multiple children that are clients, Zencare Practice Management allows you to share a payment method across clients profiles that are connected via Circle of Care.
Select the kebab menu for the shared payment method and then select Manage Card Sharing.
Next, select the account that this payment method will be linked to. You can also choose to delete this payment method from the Client Profile you are currently viewing. Select Save when finished.