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At a Glance

Whether you’re collecting a copay at check-in, taking payment toward an outstanding balance, or selling a product to a non-patient, payments in Insights all run through the same payment flow. This guide covers how to take a payment, distribute a receipt, and handle quick (non-patient) purchases. You can manually download, print, and send receipts via text or email for any current or past transaction. Note that you cannot automatically send receipts for past transactions.

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Here’s How to Do It

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Take a Payment and Create a Receipt

You can collect a payment from several places — the Charge button on the Appointments page, the Patient Responsibility page, or a patient’s profile. The flow is the same in each case. Select the charge(s) to collect, then choose a Payment Method:
  • Send Payment Link — email or text the patient a secure link to pay
  • Pay via Credit Card — use a saved card or add a new one
  • Athelas card reader — charge an in-person Athelas card reader
  • Record Payment — log a payment taken outside Insights: By Cash, By Check, a Non-Athelas card reader, or a Custom method
  • Add to Patient’s Balance — leave the charge outstanding to collect later
  • Pay with Credits or Pay with Gift Card — when the patient has an available balance
You can also Add a Discount or Apply Credits, and — if the account has a guarantor — choose who to bill using the Pay As selector.
If you take an external payment and don’t record it in Insights, future patient-responsibility collection will be inaccurate, because Insights won’t know what has already been paid. Always record external payments.
Once payment is confirmed, you’ll see a Payment Successful screen with the option to Send Receipt (by email or text), Download Receipt, or Print Receipt.

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Find Receipts for Previous Payments

Go to the patient’s profile and open the Charges tab. Find the date of service you need and click View Details, then Download or Print the receipt. You can filter by date of service, provider, or paid status to narrow your search.

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Take a Quick Purchase (Non-Patient) Payment

For a sale to someone who isn’t a patient — or a one-off product sale — click Quick Purchase on the Appointments page. In the window that appears, check Sell to non patient and fill in the customer’s information (or leave it unchecked to charge an existing patient). Add the line items, choose a payment method, and confirm. You’ll be able to print or send a receipt. Non-patient payments appear in the Quick Customer View on the Patient Responsibility page alongside other non-patient transactions, where you can download or print a receipt or refund the payment.

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FAQ

Yes. You can move the Athelas card reader between computers in your office that meet the minimum system requirements. The reader just needs internet access to work.
A partial payment toward an outstanding balance is applied to the largest individual charge first.
You can still collect a card payment. Choose Pay via Credit Card and enter the patient’s card details manually.

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Integrations

  • Stripe — including support for in-person card reader terminals and charging saved cards for faster checkout