Choosing the right payment provider for your practice business

Payment gateways are software that accepts payment in conjunction with eCommerce or online payment -  credit, debit, gift cards, and any other version of an online wallet.

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Choosing the right payment provider for your practice business
Benefits of Online Payments

The Online Payments you and your clients will love

Online Scheduling

Online Scheduling

Take control of your schedule and calendar from your desktop or mobile app. Use automated appointment reminders and our fully integrated video calling tool to maximize your productivity.

Health Records

Health Records

Store all your patient information, clinical notes, and documentation safely in your secure clinic system. We autosave, so you'll never lose work again.

Accept Payments Online

Accept Payments Online

Carepatron online or mobile payments make it easier for your clients to pay for your bills.  You save time a massive amount of time while getting paid twice as fast. What a great way to improve your day and cashflow!

What is a payment gateway in payment processing?

What is a payment gateway in payment processing?

When it comes to payment processing, a payment gateway refers to software that accepts a mode of payment in conjunction with eCommerce processes. In other words, it is the payment method that accepts bank account details, as well as credit, debit, or gift cards, as well as any other version of an online wallet. Payments gateways can differ in their healthcare payment services, depending on the provider, but inevitably, the use of its services allows practices to accept online payments and get paid faster. It supports seamless processes that work together to deliver fast payments, and in a hassle-free way. 

For instance, a customer may reimburse health services through your website or a portal where they enter their details. The web host will encode the data to be sent to the server, and the gateway will then send the data to the payment processor. The resulting transactions will be sent to the card affiliation, with the credit card bank approving or denying the request, which then forwards an approval related to the customer to the gateway. After the gateway transmits the site to process the payment, the transaction is then cleared and completed.

Challenges healthcare providers face with payment processing

Before embarking on payment processing, it’s important to take note of common payment challenges so you know what to avoid. You should aim to provide the highest quality of care for your patients across all business services, which means taking note of the recurring pitfalls within healthcare payments. 

One of these challenges includes continuously using updated software, as to stay relevant, healthcare businesses need to be using the most recent and up-to-date processing solutions to keep up with their payments. Outdated software can mean financial information and data is highly susceptible to outside hacks and leakages, which can mean jeopardizing patient information. It is your responsibility that you maintain confidentiality and privacy for your patients, and failing to keep up with changing payment systems can mean putting your patient information at risk. 

Another challenge that many healthcare practices face is failing to offer both in-person and online options for payment processing. Customers may pay over multiple installments, and they may not be across the same payment processing method, meaning, your system must be able to support such variations. While in-person payments are convenient, online payments are the most common, and failure to implement both types could result in outstanding payments. Nothing’s worse than being unable to receive payments on time, so to avoid this, you should consider them right from the get-go. 

As a final note, you should also make sure that all your payment methods and systems are integrated and work in sync. This can mean greater efficiency, and thus, greater customer service.

Challenges healthcare providers face with payment processing
Opportunities for healthcare professionals in payment processing

Opportunities for healthcare professionals in payment processing

Now knowing the common challenges of the payment process, it’s important to consider the opportunities that these services provide, in order to improve patient collection and cashflow. This includes having an effective payment processor, as you can get paid faster, receive a higher cashflow, and thus have more finances to allocate to areas of your business that need improvement. Using payment processors allows a seamless payment process that prioritizes patient needs, and removes much of the stress associated with high-priced medical bills and invoices. Payment processors are essential, as they allow for seamless integration, and most of all, they get your payments to you on time. 

In terms of technicality, using payment processing can reduce tedious administrative work, and can greatly maximize and increase efficiency within your practice. With online payment systems, you can enable automatic and recurring payments, which significantly reduces the time spent chasing up on outstanding payments, and easily promotes fast reimbursements. With medical billing and coding services, you can also achieve more accurate invoices, which can reduce errors, and again, increase your revenue with all of your services being correctly paid for. Your patients will appreciate the ability to be able to transfer payments within a few clicks of a button, and as a result, you’re likely to see greater customer satisfaction. It’s a win-win for all! Given the variety of options out there, there’s ample opportunity for you to develop a payment processing system that makes use of your resources best.

Tips to choose the right healthcare payment processing company

When choosing a payment processing company, you must consider a variety of factors. There’s a lot that goes into successful payment processing systems, and there’s also a lot at stake within healthcare. As a result, you must research into the following factors:


It’s best to incorporate software that is easily adaptable, and can conform and mold to a variety of patient needs. Healthcare always brings about new problems and issues, and your practice should be readily available to meet any challenge. With payment processing, you and your patients should be able to pay from a range of methods and at any place and time. 

Credit, debit, phone, text, point of purchase

It’s always beneficial to include a variety of patient payment options, as restricting patients to one method can be rather dismissive. You shouldn’t overlook different methods based on assumption, rather, you should work towards including a variety of methods. These include credit and debit cards, as well as online, phone, and text payments. If you have a physical practice, you should also consider in-person payments. 

Security and compliance

Your payment processing system should always prioritize the security of your information and data, as failure to do so could result in costly violation orders. Make sure that the provider you choose is HIPAA compliant, and is highly transparent about the security measures they use. 

Opportunities for growth

The payment processor you select should have room to grow in its services. You need to be able to compete with other businesses, and in order to do so, you need to have advanced payment methods with customization features to increase turnaround times. When selecting a provider, remember to think of the big picture. 

Integration with your practice management software

Your payment processing system should be easily integrated with your practice management software. Many of your business operations will be working in conjunction with another, and so these systems must be compatible.

Customized solution for your practice

While you wouldn’t think it a necessity, the payment processor must be a highly customizable service. That way, you can tailor its features towards the values and goals of your practice, and make the most use of the resources that you have. Doing so can increase productivity and efficiency within your practice, and work towards delivering high-quality care with fast payments. 

Transaction security

Naturally, when dealing with payment processing, your system should support secure and private transactions that are at minimal risk of data leaks. At the core of payment systems lie transactions, and so there must be appropriate safeguards in place to protect all information. 

HIPAA compliant

Finally, you should make sure that the healthcare payment system is HIPAA compliant, and continually works to prioritize patient healthcare goals. You should have encryption services in place, with data protected at all points of access, and your staff should be knowledgeable about security measures. HIPAA compliance is an absolute must, and a vital legal requirement.

Tips to choose the right healthcare payment processing company
Payment processing compliance in healthcare practice

Payment processing compliance in healthcare practice

Payment processing compliance is essential to the success of healthcare practices, as following compliance procedures not only allows your practice to be legally compliant, but it ensures that you are protecting patient data and information. All business data must be protected, especially within the healthcare context, as you deal with highly sensitive patient details that should remain confidential. We recommend that the best way to ensure your patients are in the best hands is to research and adhere to compliance practices, such as HIPAA, and work towards implementing the common safeguards. These include anti-virus software, encryption, restricted access, as well as training programs that promote awareness and responsibility amongst your employees. When it comes to patient data, payment processing compliance is non-negotiable, and every successful pay-for-service healthcare company will consistently prioritize the needs of their patients above all.  

Take home message

Choosing the right payment provider can be tricky, as there are a variety of factors to consider. However, when it comes to payment processing, you must approach the research process with an open mind, and with a certain dedication in order to provide the highest level of care for your patients. This can be easily done, with software like Carepatron, and through our guidance, we hope that you have a more consolidated understanding of what goes into successful payment systems. Creating seamless processes, HIPAA compliant, and flexible, that address both opportunities and challenges highlighted here, are sure to see your practice through to success. 

Further reading:

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