Take a balance or extra payment

Use Take payment on an appointment to collect what the patient still owes, or any other amount. Clinicify sends the patient a secure payment link, and the payment shows on the appointment once they’ve paid.

Before you start

• Anyone on the team can take a payment.
• Stripe must be connected, with Card payments enabled ticked. See Connect Stripe to take payments.
• The appointment must be confirmed or completed.
• The patient needs an email address, or a UK mobile number for a text.

Steps

1. Open the appointment from Bookings.
2. In the Payments section, select Take payment.
3. Check Amount to request (£). It’s filled in with the outstanding balance. You can change it. If you enter less, you’ll see how much would still be outstanding.
4. Under Send the patient a payment link by:, choose Email, Text or both.
5. Select Send payment link.

You’ll see Payment link sent by with the channels you chose. The link is also shown there, so you can select Open to take the payment on your own device, or copy it.

What happens next

The patient gets a message saying your clinic has requested a payment, with a button (or, in a text, a link) to pay. They pay on a secure Stripe page by card, Apple Pay or Google Pay (depending on their device). Afterwards they see a confirmation page in your patient portal, which doesn’t need them to sign in. If they cancel on the Stripe page, they’re told no payment was taken and they can use the same link to try again. Once they’ve paid, the payment shows as Paid in the appointment’s Payments section. If it still says Awaiting payment, reload the page after a moment.

The Payments section

Each appointment’s Payments section shows:

• Treatment price: the price of the appointment type.
• Paid so far: booking fee and treatment payments, after any refunds. A booking fee kept after a late cancellation counts here too.
• Outstanding or Settled: what’s left to pay.

Below that, each payment is listed with its status: Paid, Awaiting payment, Failed, Refunded, Part refunded or, for a booking fee, Kept (late cancellation).

Good to know

• The booking fee comes off the treatment price, so the default amount is the price minus anything already paid.
• The payment link is unique to the patient. They’re asked not to forward it.
• Payment links are sent even if the patient has turned off appointment messages, because they’re about a payment the patient needs to make.
• Clinicify takes no percentage of the payment. It goes to your Stripe account.
• If you use Xero, paid payments are sent to Xero. See Connect Xero.