A client or Practice can keep one or more credits in a client's chart. This can be a Visa, Mastercard Discover Card, American Express, Health Saving Account or Flex Spending Account card.
When a Practice uses TherapyMate to facilitate credit card payment processing, please understand that TherapyMate does not store credit card information directly in our systems. When credit card information is entered into TherapyMate by the Practice or Client, it is actually saved and stored in the payment processor's system in an encrypted and PCI compliant manner. TherapyMate’s integration with Stripe or Nexio means you will not need to store credit card information yourself. In fact, to keep your customer’s information safe, please make it a policy within your Practice to not store credit card information anywhere else. In addition, to keep your customer’s credit card information secure, do not send credit card numbers electronically. You should not record and store phone calls when credit card information is provided.
Adding Credit Cards
There are two ways to enter the client's card information into their chart.
1. The Practice can enter the card details in the client's billing settings page. There is an area devoted to credit cards. Clicking the + Add button will allow staff members with the appropriate rights to do this.
2. The Client can enter their own credit card information if the Practice is integrated with either of our credit card processing partners. The client must be invited to and login to the client portal before they can do this. See the red arrow on the left below.
Removing Cards
Here are some things to keep in mind.
- A card can't be deleted if it is the only card on file or it is designated as the default card. There will be no trash can icon. This prevents someone including the client from removing the card from the chart intentionally or by accident.
- Adding a new second card and making it the default will allow the Practice to delete the old card. The trash can will become visible for the old card so it can be deleted.
- If it becomes necessary to delete a card that doesn't have a trash can icon, the Practice can login to their Stripe or Nexio account directly and delete it there.