Payment processing compliance in healthcare practice

Your healthcare practice needs an efficient payment processing system to ensure that you’re paid on time, so you can focus on providing the highest level of care to your patients.

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Payment processing compliance in healthcare practice
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!

Processing payments at your practice

Processing payments at your practice

It’s important that your healthcare practice implements smooth payment process systems to ensure that you’re paid on time, and that you’re able to provide the highest level of care when it comes to your patients. No matter the type of work you do, it is crucial that you’re paid for your services, and that you avoid outstanding payments whenever possible. With processing online payments, we know that it can sometimes feel overwhelming, but don’t fear! With the help of this guide, you can become easily acquainted with the necessities when it comes to protecting patient information, as well as ways to collect payments seamlessly. Not only do your payment collections need to be timely, but they also need to be safe, and promote high cash flows within your practice. Keep reading to find out how to elevate the quality of your practice, and strengthen your payment collections processes.

How to take payments with your healthcare payment system?

There are various aspects that you should consider when taking payments within your healthcare payment system, to ensure that you’re providing high-quality services to your patients. 

Before the appointment

To reduce wait times, consider implementing pre-registration steps within your practice. No one likes waiting around for long periods of time, and by encouraging patients to fill out forms, paying their copay, and supplying relevant documents beforehand, you can significantly reduce waits and increase customer satisfaction. 

At the front desk

Make sure that you have hardware that supports seamless payment processes, and also accentuates your office! There are various options out there, and ensuring that your front desk maintains professionalism and efficiency is a must. 

In the exam room

For payments while in the exam room, you may want to consider incorporating mobile payment options. With compatible mobile devices, patients can easily make payments at the click of a button, which can provide instant reimbursements. 

Take payments after the appointment

You may decide that you wish to collect payments following appointments, or outside of the practice. This is very common, and also very easy to do! All you need is an online invoice system, and if no options suit, then you can also consider customizing your own developer solution.

How to take payments with your healthcare payment system?
The link between HIPAA and payment processing

The link between HIPAA and payment processing

To comprehend the connection between HIPAA and payment processing, it's essential to take notice of how business partners work. A business partner is considered a monetary establishment that processes exchanges with credit cards, as well as other financial activities. These may incorporate practice management, reporting administrations, and clinical charging services. Basically, the processor is directing an assortment of HIPAA-covered activities in the interest of the supplier. While managing a business associate, with regards to HIPAA installment methods, you should have a business associate agreement to secure patient information when dealing with payment transactions and processes. Once you understand the relationship between business associates and HIPAA, you can begin to learn the relevance of HIPAA compliance processing in keeping patient data safe. 

HIPAA is essential for ensuring that credit card information is at minimal risk of leakage, and that you have the necessary safeguards in place to secure all business details. Having processes in place, such as encryption and reduced access points, can work towards reducing the likelihood of information being jeopardized and hacked, and strengthens the relationship with your patients. Dealing with HIPAA breaches can be costly, and can immensely damage the reputation of your practice. As a result, you must always prioritize the right security measures to ensure all payment processes and transactions are secure! You must only provide what is necessary when it comes to patients, and all systems should be routinely checked and monitored. Security is of utmost importance when it comes to your finances, and therefore, it must be treated with care.

Most common payment processing types in telemedicine

There are three major ways to process payments when it comes to telemedicine, and each method presents its own pros and cons. For instance, one of the most common ways is to process payments by phone. The patient is usually asked for specific information to finalize payments, which can be convenient, but many issuers don’t allow payments that can’t verify credit cards. The information listed cannot be obtained anywhere else aside from the payment systems, which also means the information may not be safe. Alternatively, some practices may use integrated telemedicine software instead, to maintain PCI compliance. This allows for instant payments through pop-up windows, and the portals are typically PCI DSS compliant which is immensely valuable. However, some practices may dislike signing up with specific providers to make payments, so direct payments may be the next best option. This solution is highly customizable, and patients type in the direct amount within the transactions, which allows for safe and convenient payments!

Best HIPAA compliant payment processing practices

To help simplify things for you, and allow your practice to hit the ground running, you must consider the following practices. Implementing these tips can greatly improve payment collection and cashflow, as well as elevate the quality of your business, and help you to effectively prioritize patient needs. 

Choosing the payment processor wisely

It’s very important that before you launch into any business practices when it comes to payment, you have committed the time to research your payment processors. Choose the payment processor wisely, as they will be responsible for holding and securing all your data. This means, you need to ensure that your choice incorporates PCI DDS standards with encryption, authentication, and breach responses, as well as restricted access control. The processors must also be HIPAA compliant, so spend time making sure they are super transparent!

Use payment terminals that support EMV chip

Credit cards with EMV chips are the most secure payment card device, so your payment terminals must reflect this option. Because EMV chips encrypt information at every access point, many customers prefer this method of payment, and so your portals need to be compatible with this type of transaction!

Make sure to utilize vP2PE

Encryption is key when it comes to payment collection, as it is the most secure way of protecting finances and patient information. Using systems such as vP2PE, your business can secure sensitive information by encrypting data and rendering it indecipherable from potential criminals. Information cannot be interpreted, and only you have access to a unique decryption key, which makes it essential for healthcare practices.

Develop custom HIPAA-compliant payment solution

Sometimes the current options in the software market don’t necessarily accommodate all of your business needs and that’s okay! Developing your own HIPAA compliant solution can be a great way to ensure that you deliver high-quality care by tailoring all business processes to your own resources. You can implement encryption, analytical software that monitors and pinpoints weaknesses, and portals for patients to view all of their payment information from one place. 

Use online billing software

Online billing software is a great way to enjoy a variety of business operational features from just one package. Depending on the service provider you choose, you can have access to a variety of scheduling and reporting methods, as well as different price ranges and specialties. Each billing software is unique, and with the right research, you can select a software that’s perfect for you and your patients’ needs. 

Choose online payment processing

Online payment processing is one of the easiest ways to receive payments on time, and it’s a super convenient method for patients to use. In just a few steps, clients can easily transfer the appropriate reimbursements directly into your account, with all payment information and history also easily viewable. Many companies provide online payment processing, and it’s the best way to elevate the quality of your practice.

Best HIPAA compliant payment processing practices
Use Carepatron's software to ensure HIPAA compliant payment processing

Use Carepatron's software to ensure HIPAA compliant payment processing

If any of this information concerns you, or is making you feel somewhat overwhelmed, consider taking on Carepatron’s software. Carepatron is one of the leading options when it comes to payment processing, and can greatly improve the payment experience for you and for your customers. Through free and paid payment plan options, you can have full access to a variety of features including mobile payment systems, online payments, digital invoices, and an encrypted patient portal. Payment processing has never been easier, with all financial information being continuously monitored and secure, and with all features being HIPAA compliant. You can rest easy knowing your patients are in the best hands! In addition to these services, you can also access medical billing and coding features to increase the accuracy of your reimbursements, as well as having appointment reminder and scheduling systems, and finally, clinical notes and documentation creation and storage. With concierge customer support, you can also be reassured that you have help along the way, as at each business process, you’re met with helpful resources to elevate the quality of your practice. Prioritizing patient needs is a must, especially when strengthening the payment experience, and so considering Carepatron is in your best interest. 

Further reading:

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