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Credit Card Processing

InSched integrates with credit card processing services, allowing you to accept card payments directly from within the application.

Online Processing​

InSched also supports processing credit card payments through internet payment gateways for situations where the card is not physically present.

Clover Integration​

InSched integrates with the Clover payment processing platform. This provides:

  • In-person payments on a Clover Mini terminal, driven directly from InSched
  • Online (card-not-present) payments, including emailed payment links
  • Automatic deposit records with full transaction details

Setting Up Clover​

Clover processing is authorized per provider. On the Setup / Preferences / Credit Card tab, use Authorize Clover Credit Card Processing to connect your Clover merchant account (you sign into Clover once and approve the connection; contact IntelliPract support if you need help getting your merchant account ready). Check Use Clover RestPay and enter the terminal's network address and device ID to enable the Clover Mini. These settings are normally saved as practice-wide preferences.

Charging on the Clover Mini​

Ensure that the Clover REST Pay Display app is installed and running on the Clover Mini device.

  1. Start the charge from the patient's account as usual and choose the Clover terminal.
  2. The amount is sent to the Clover Mini; the patient taps, inserts, or swipes their card and signs on the device. The patient has several minutes to confirm the payment on the device — it will not time out after a few seconds.
  3. InSched records the result — approval or the decline reason — and creates the deposit automatically, including the captured signature for receipt printing. Use Print CC Receipt on the patient's dialog to print (or re-print) a credit card receipt, including the captured signature.

If InSched cannot reach the Clover device, it explains why ("DNS lookup failed", "Connect timed out", and so on) and asks whether to try again — answering No cancels the payment cleanly. Check that the device is powered on, on the network, and running the Clover REST Pay Display app.

For balances that will be paid remotely, InSched can send the patient a secure online payment link by email or text — or just create the link for you to deliver yourself.

From the patient's dialog, click Send Payment Link ...:

  • Amount and Description — what the payment is for.
  • Email link to — checked by default when the patient has an email on file; the address can be edited.
  • Text link to — check to also (or instead) text the link to the patient's mobile number.
  • Let the patient change the amount — checked by default, allowing partial payments; uncheck to require the exact amount.
  • Leave both delivery boxes unchecked to just create the link.

Click Create Link. A confirmation shows what was sent, and the link itself is displayed and copied to the clipboard, so you can paste it into any other message. Links expire automatically after 30 days.

The patient opens the link and pays online with their card; when the practice offers the Patient Portal, the same request also appears on the patient's Billing page there.

When the link is paid, InSched is notified: an activity ("Payment link paid") appears so staff can record the payment in the patient's ledger, and both the sent link and the payment appear in the patient's communication history.

To see the status of payment links:

  • For one patient: click Payment Links ... on the patient's dialog.
  • Practice-wide: select PatientConnection > Online Payment Links ... from the menu (shows the last 90 days).

The list shows each link's created date, patient, amount, status, description, where it was sent, and — once paid — the payment date and card. A search box filters the list as you type. Buttons act on the selected link:

  • Copy Link — copy the link to the clipboard to send it again yourself.
  • Resend Email — email the link to the patient again.
  • Cancel Request — cancel the link; the patient's link then shows a "canceled" page.
  • Refresh — update the list.

After Processing​

When a credit card payment is successfully processed:

  1. A deposit is automatically created with the credit card details (last 4 digits, authorization code, transaction ID)
  2. The deposit can then be applied to outstanding charges through the normal payment application workflow
  3. All credit card transaction details are recorded for reconciliation

Refunds and Voids​

Credit card transactions can be refunded or voided through the deposit management interface. The Refunded Amount and Voided Amount fields on the deposit record track these adjustments.

Refunding an Online Credit Card Payment​

To refund or void a credit card payment that was processed online:

  1. Open the Transactions tab on the Edit Patient and Plan dialog.
  2. Select the payment or payments you want to refund.
  3. Click Delete Payment.

Your practice may be configured to require an authorization code for refunds — a code is texted to the manager, and must be entered into InSched before the refund proceeds.

When the refund or void completes, you will see a message indicating that. The payment is not deleted; instead, a "refund" transaction is added, so the original payment and its refund both remain in the transaction history.

Note that clicking Delete Payment on a regular payment (one that was not an online credit card payment) simply deletes that entry — no online credit card refund is processed. If you do that in error, press the Esc key to abandon the changes without saving them.