Healthengine has partnered with Stripe Payments to allow for your practice and practitioners to automatically collect deposits & pre-payments, and manually collect post-payments for suitable bookings. You can activate this product via Practice Admin using the following steps:

Contents:

• Onboarding to Healthengine’s Stripe Payments
• Registering your practice with Stripe
• Setting up individual practitioner accounts for Payments
• Setting Up Payment Configurations
• Setting Up Payment messaging for your patients

Onboarding to Healthengine’s Stripe Payments

Within Practice Admin, navigate to the Payments tab under Products in the menu on the left-hand side:

Click the “Activate Payments” button to start the onboarding flow. 

Please Note: If instead you see the option to 'Request' here, it means that Payments is not included in your current subscription. If you are interested, reach out to your Customer Success Manager to discuss further. 

Read the information provided, and click “Continue”.

Read the pricing & consent information provided, enter the relevant details, tick the authorisation checkbox and click “Next”. You will not be able to proceed without ticking this checkbox.

You have now enabled the Stripe Payments product! Click the 'Go to Stripe' button that will be displayed under this screen to start setting up Stripe accounts.

Please Note: If applicable to your practice, Patient Connect (New Patient) fees still apply.

Registering your practice with Stripe

In order to facilitate payments, your practice will need a new Stripe account registered with Healthengine  and Stripe. This account will be used when practitioner account IDs either fail or a practitioner isn’t registered to Stripe and doesn't have an ID. This is important as it provides a fall-back bank account for any patient payments that can't be delivered to a practitioner directly.

Please Note: In order to ensure that your practice gets your funds deposited correctly, you need to have a Stripe account that is linked to Healthengine. The only way to ensure this happens is to create a Stripe account through Healthengine’s practice admin, and follow the instructions listed below for onboarding.

To register your Practice with Stripe, navigate back to the Payments tab within Practice Admin. 

Make sure the "Allow Stripe to collect payments" toggle is set to on (teal, with a tick) - the yellow warning message should disappear to show that your practice is set up correctly.

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To access your Stripe account from within Healthengine, click where it says 'Stripe setup page' under Manage Payments.

This will then take you through to Stripe and allow you to set up your account with them. 

Setting up individual practitioner accounts for Payments

Stripe Payments allows you to configure your setup so that individual practitioners can receive payments directly into their own Stripe account, rather than the practice Stripe ID.

To set up individual practitioner accounts, navigate back to the Payments tab, and click where it says 'Stripe setup page' under Manage Payments.

• • Alternatively, you can find this page under Account > Stripe Setup in the navigation menu.

Find the practitioner you want to onboard, and click “Set up Stripe payments”.

Follow the Stripe onboarding process to create an account for the linked practitioner.

• Once finished, you should be redirected back to Practice Admin, and the button should now say “View Stripe Dashboard”.
• You can repeat this process for all practitioners registered on Practice Admin.

Please Note: Depending on which Payments product you have enabled, you are also required to fill in the ABN and Legal Business Name associated with this account. 

Setting Up Payment Configurations

Once you have set up the practice and optional practitioner IDs, you can now allocate the collection method and price to each appointment type. These need to be done on a practice level, meaning every practitioner that shares this appointment type will have the same collection method and price.

The options for collection method are: 

• Pre-payment - which requires a patient to enter their card details, and have the fee automatically taken from their account prior to the booking being confirmed and entered into your PMS and Practice Admin page,
• Post payment - which requires a patient to enter their card details and have their card checked as valid card in order to make a booking, and then post appointment have their appointment fee manually collected,
• Deposits (or partial prepayment) - which requires a patient to enter their card details, and have the fee automatically taken from their account prior to the booking being confirmed and entered into your PMS and Practice Admin page,
• None (i.e you don’t collect a payment via HE, but can still do so via normal methods with your front desk).

To set these settings up, go to the Appointment Types tab in Practice Admin.

In the row of the relevant appointment type you want to add a payment to, click the three dots, then select 'Edit payment details'.

Click and activate the toggle next to “Set up payment details”

1. Select your desired payment collection method (pre-payment, deposit or post-payment)
2. If you select prepayment or deposit, you can enter the total amount payable for patients. You can alter the patient fee to cover this appointment type fee and transaction fee if you choose to. 
   • Please Note: These methods will collect a payment during the booking process.
3. If you select post payment, you don’t need to enter a price as this is done as part of the collection process.
4. Click 'Save changes'.
5. Repeat this process for all the appointment types you wish to collect payments for. When enabled, The price column in the Bookings table will update to show either the price (if pre-pay or deposit), post-payment collection or blank.
   • Please Note: You can set up different payment collection methods for different appointment types.

Setting Up Payment messaging for your patients

It is recommended that you also update your billing policy and cancellation policy information in your practice’s booking form to reflect the payments process to ensure your patients have the best booking experience, and to minimise any complaints with regards to Did Not Attend or late cancellation fees. 

These settings can be edited in Practice Admin > Appointment Setup > Policies > Practice Policies.

If you experience any issues, need assistance with making changes, or would like to organise some time to run through this feature, please reach out to our friendly Healthengine Support Team via phone, live chat or email support@healthengine.com.au.