In OptiMantra, take payments directly in the program through our payment processing partners. Once set up, integrated payments enable you to create patient invoices, accept payments for online bookings, and streamline the checkout process.
An Overview of Payment Processing
Payment Processing is how you take payments and receive deposits into your bank account. When you take payments through OptiMantra, there are three parts of the payment processing equation:
OptiMantra connects to the gateway - which facilitates the payment
The gateway links to the merchant bank - which holds the funds during transition
The merchant bank deposits the funds in your savings bank - which gets the funds (typically about 1-2 days later)
In this article, we'll walk you through your options for getting set up here!
In OptiMantra, there are many advantages to using one of our payment processing partners.
You can take advantage of card on file (save patients card on file and use it for payments later)
Email patients invoices with a secure link for payment
Take payment as part of bookings
Put clients on subscriptions
Track all of your financials centrally in Analytics
The first step is to set up an account with one of our payment processing options:
If you are setting up, please reach out through our OptiMantra payment processing contacts listed below to ensure that you are getting a connected (and not un-integrated) account.
Do not reach out to Fiserv or Stripe separately as they will configure you with a non-integrated account. Our team is also always happy to facilitate an introduction for you, just send us a ticket and let us know.
Your Options
If you're considered a high-risk practice (offering ketamine, CBD/Cannabis or drop shipping any meds), let us know, so we can direct you towards other merchant options that can underwrite these accounts.
-
Fiserv
- OptiMantra started partnering with Fiserv because of their consistent positive reviews from joint customers, ability to work with a wide range of practices, and their competitive rates.
- Please start an OptiMantra Ticket to set up an initial Fiserv call to explore your rates.
- Be sure to include the information below:
- Clinic Name
- Contact Name
- Contact Phone
- Contact Email
- Only reach out to our team to create your connected account - We will only be able to link accounts to OptiMantra that have come in through our Fiserv connection.
- If you are selling supplements/meds, you must integrate with a terminal for card present transactions. Options for purchase or rent listed below > Fiserv Terminals. Telehealth clinics selling supplements and medications are not supported.
- Be sure to include the information below:
-
Stripe
- 2.9% + 30 cents flat-fee per transaction
- After we complete the required verification, you can create your account directly from within OptiMantra under Settings > Payments > Processors > Stripe
- This is an easy place to start but there are limitations (no terminals / card swipers with Stripe)
- Please also note that Stripe will not integrate existing or standalone accounts with OptiMantra so you need to create your account through our interface
- To get started with Stripe, please create an OptiMantra Ticket asking to Connect to Stripe.
-
Blue Ridge Payment Partners
- Ideal for High-Risk practices.
- Please start an OptiMantra Ticket to set up an initial discovery call to explore your rates.
- Be sure to include the information below:
- Clinic Name
- Contact Person
- Contact #
- Contact Email
- Be sure to include the information below:
A few important things to note:
-
All processors accept HSA/FSA cards, but let the processor know upfront during sign-up that you are a medical practice offering HSA/FSA eligible services
Please note that if you are offering largely non-reimbursable services (e.g., aesthetics), you may be classified as a wellness business and not be able to take HSA/FSA; this can be contested with your processor
If you would like deposits to multiple different bank accounts (e.g., in the case of different providers paid out into different accounts), you will need to set up multiple payment processing accounts for each provider.
-
There are some restrictions regarding swipers/payments
For Fiserv we support a range of devices - see below and connect with your Fiserv rep for more info.
-
For Blue Ridge Payments, we currently support only un-encrypted swipers (USB connected, Keyboard simulating)
Here's an example on Amazon - make sure that whatever you select supports keyboard emulation, USB connectivity, and your computer's operating system
-
For StripeExpress, we do not support swipers/card readers/terminals
StripeExpress users can easily key in the card number into the OptiMantra program or they can get a direct account with Stripe (in addition to an account from us) and use the Terminal with that account
Rates by payment processor will vary depending on the type of business and the scale of business you have and they are negotiated between you and the service provider
Getting Set-Up
In OptiMantra, please open Settings > Payments > Processors to set up your account
Fiserv
> Fiserv - Direct Integration
- If you've had your Fiserv Clover Connect credentials emailed to you, you can add that information in here directly. If not, send us a ticket.
- Any new Fiserv clients should also get these credentials emailed directly from CardPointe support after being approved for your account - you can add those in here directly or meet with Madison from CardPointe to set you up
- If you set up Fiserv pre-June 2024, send us a ticket and we'll request that your credentials be issued to you for the direct integration.
With your Fiserv credentials, go to Setting > Payment > Processors > Fiserv
Make sure that every field is added in correctly (exact same spelling and capitalization) to ensure the set-up goes through. You will need to add
- your API username - a short set of characters, e.g. optipract
-
your API password - a string of numbers and characters, e.g., IEekra21zd$@!#iKEeja
- Make sure this matches exactly! (i's and l's are easy to mix up, and lower vs. upper case matters)
- your merchant ID - this is a set of numbers that denotes your unique Fiserv account, e.g., 41233121314
- You'll then see Fiserv show up in the dropdown on your Take Card Payment and Superbill pages to start using it
- You are able to toggle back to the Authorize.net integration using that same dropdown if you are having any trouble with a transaction.We recommend having both systems up for the next 1-2 weeks until you've run at least a dozen or so transactions, but then you're welcome to cancel your Authorize.net account and remove it from OptiMantra (just delete out the credentials under Settings > Payments > Authorize). When you're ready, please cancel your Authorize.net account directly with Authorize.net (here's how). We can't automatically cancel your gateway account for you, so it needs to be requested on your end so you no longer get charged the monthly fee.
> Fiserv Terminals
If you are interested in Fiserv CloverConnect devices, see below for pricing and reader options. For more details on Fiserv CloverConnect devices, please view the attached one-pager at the bottom of this article.
Already ordered your OptiMantra Fiserv CloverConnect device? Connect it here: /hc/articles/42341380788116
> StripeExpress
For StripeExpress, set up in OptiMantra by contacting our team. Please Create Ticket with a request for StripeExpress integration.
Please do not reach out to Stripe directly for an account - you have to create your account through OptiMantra to take advantage of their integration with us (called StripeExpress)
StripeExpress will not enable you to bring over or link other Stripe direct or non-OptiMantra Connect accounts to OptiMantra
If you don't have an account yet, this process will you take through the process of making an account:
Create Ticket and attach a color copy of your driver's license
-
Schedule a verification call with the team - we’ll send you a link to schedule after steps above are complete
Note we'll need to reach you at your NPI registry number found here - https://npiregistry.cms.hhs.gov/search
If your NPI number is no longer valid, please update your NPI information and attach a screenshot of the update (as it can take days for the update to appear on the registry website). Here's the contact info should you need to make an update: https://nppes.cms.hhs.gov/#/
At that point, we'll enable Stripe and it's a very quick process to create your account and start taking payments!
As mentioned above, we do not support swipers/card readers/terminals with StripeExpress. StripeExpress users can simply key in the card number into the OptiMantra program. Or, you can get a direct account with Stripe (in addition to account from us) and use your Terminal with that account.
If you have a non-OptiMantra Connect account, payment details need to be manually entered on a superbill under the Payment (Bank) section.
Taking Payment During Check-Out
When checking out patients on the Superbill, use the "Take Card Payment" option to take payment. For more on superbills, review superbill customization and use here as well as the 4 ways to create a superbill!
Check out our articles on refunds and recurring payments for more on taking payment in OptiMantra
Payment Processing Support Resources
- Fiserv - Reach out to the CardPointe support team at 877-828-0720.
- They are available 24/7 and will be able to assist with any questions regarding your active account.
- When prompted, say "CardPointe Support" to connect with the right team
- They are available 24/7 and will be able to assist with any questions regarding your active account.
- Stripe - Does not offer phone support so please email them directly. They typically respond within 24-48 hours.