At the visit
Collect the amount due while the person is there using the payment method and device that fit the business.
Healthcare & Wellness
The visit is only one part
The visit is only one part
of getting paid.
Dental, chiropractic, optometry, veterinary, therapy, med spa, and wellness businesses may collect at the visit, send a balance later, offer approved payment plans, or bill recurring programs.
We start with how your business actually collects money, then build the payment setup around that flow.
How the money comes in
One visit does not always
One visit does not always
mean one payment.
Some balances are collected while the person is there. Others are known later, paid over time, or billed on an approved schedule. Start with the payment flows your business actually uses.
After the visit
Send an invoice or payment link when the remaining balance is known later or needs to be paid remotely.
Payment plans
Schedule approved payments when a larger balance is paid over time and the business offers that option.
Recurring programs
Use approved recurring billing for memberships, wellness programs, service plans, or other repeat charges when the business model calls for it.
You may use one of these. You may use several. The payment setup should follow the business.
What has to work
The payment may happen
The payment may happen
long after the visit.
Some amounts are known and collected immediately. Others become due later, are paid over time, or repeat on an approved schedule. These are the payment workflows we ask about before recommending anything.
Amount due now
Collect the amount the business knows is due while the person is there when that fits the workflow.
Balances due later
Give the customer or patient a clear way to pay when the remaining balance becomes known after the visit.
Remote payment requests
Send an invoice or payment link when the person needs to pay from their phone or computer instead of returning to the office.
Approved stored payment methods
Keep an approved payment method available for future authorized charges without making staff manually collect the card information again each time.
Payment plans
Schedule approved payments when the business allows a larger balance to be paid over time.
Recurring programs
Use approved recurring billing for memberships, wellness plans, service programs, or other repeat charges when the business model calls for it.
If the current payment workflow already handles these well, we should not replace it just to create a project.
Before we replace software
Like your practice software?
Like your practice software?
Keep it if we can.
Your practice software may already handle scheduling, records, billing, or the day to day workflow well. A payment problem does not automatically mean the rest of the system needs to change.
The software is fine
If the current system works for the staff and the payment setup is the problem, we first check whether the payment relationship can change without replacing software the business already knows.
The payment flow needs work
Balances, payment links, stored payment methods, payment plans, recurring billing, or front desk collection may need attention even when the practice software itself is doing its job.
You are not sure which it is
Show us how payments work today and where the process breaks down. We will separate the software problem from the payment problem before recommending either one.
Keeping the right system is a good outcome too.
Two different decisions
Collecting the balance
Decision one
Decision two
Collecting the balance
and pricing the card
are two different decisions.
A payment workflow answers how the business collects what is owed. A pricing program answers how card acceptance cost is handled. We look at both without pretending they solve the same problem.
How do you collect what is owed?
The answer may involve collecting at the visit, sending a payment link later, using an approved stored payment method, offering a payment plan, or scheduling approved recurring payments.
If the problem is the collection workflow, changing the processing rate alone does not fix it.
- Amount due now
- Balances due later
- Payment links
- Approved stored payment methods
- Payment plans
- Recurring programs
How should card acceptance be priced?
The right comparison depends on the current processing cost, actual card mix, program rules, state requirements, and what customers see when they pay.
We model the pricing options from the business's real numbers instead of choosing one because the business happens to be healthcare.
- Current processing cost
- Debit and credit mix
- Program rules
- Customer experience
- Pricing presentation
- Actual payment volume
One change does not automatically require the other
A business may need a better way to collect balances and keep its current pricing. Another may have a good payment workflow but need a different processing structure. We separate the two before recommending anything.
What changes
The payment setup should fit the practice.
The payment setup should fit the practice.
Not the other way around.
Moving to Phase 3 does not automatically mean replacing the software or devices the business already uses. We look at how payments happen today, then change the pieces that actually need changing.
Keep what already works
If the current software and payment devices can support the approved setup, keeping them may be the better answer. We check compatibility before recommending replacements.
Configure the payment flows
Front desk payments, remote balances, payment links, approved stored payment methods, payment plans, and recurring programs should be configured around the way the business actually collects.
Support after launch
Phase 3 payment and equipment support is available 24/7 from a US based team. The staff should know who to contact and what support path applies before the new setup goes live.
Know the terms first
Processing terms, equipment arrangements, pricing, and cancellation conditions should be clear before the business changes anything.
The goal is not more technology. It is a payment setup that creates less work for the business.
Payment tools
Use the tool that fits
Use the tool that fits
how the business collects.
Some payments happen at the front desk. Others happen later from an invoice, payment link, approved stored payment method, or recurring plan. The tool should match the payment flow.
Phase 3 VT
Remote balances, plans, and repeat payments
Phase 3 VT is our branded virtual terminal for businesses that need to manage payments from the office without running every transaction through a physical POS.
Depending on the merchant setup, it can support payment entry, invoices, payment links, approved stored payment methods, recurring billing, and ACH when enabled.
See Phase 3 VT →
Front desk terminal
Simple in person collection
For businesses that mainly need to collect a card while the person is there, a straightforward terminal may be all the payment technology the front desk needs.
See terminal options →
Clover
When the business needs more than payments
Worth considering when the business needs broader checkout tools, apps, customer facing hardware, retail capabilities, or other point of sale functions in addition to payment acceptance.
See Clover →
Dejavoo or Valor
Straightforward terminal setups
Practical terminal options when the business mainly needs card acceptance and a device configured around the approved processing and pricing setup.
See Dejavoo →
See Valor →
The simplest tool that handles the payment job is usually the place to start.
The patient payment flow
From the visit
From the visit
to the paid balance.
Some visits are paid at the front desk. Others involve a later balance, a remote payment request, or an approved payment plan. The payment setup should support the stages the practice actually uses.
-
Determine the patient balance
The practice determines what amount is due under its existing billing and patient responsibility process.
-
Request payment
Collect at the front desk or send an approved remote payment request through the supported payment setup.
-
Collect the approved amount
The patient completes payment through a supported method.
-
Continue approved payment plans when used
When the patient has agreed to an approved recurring or scheduled payment arrangement, the configured setup can support that schedule.
-
Match the payment to the billing record
The practice needs a useful transaction record that helps connect payment activity to the billing record it already uses.
The practice determines the patient balance. Phase 3 provides payment tools used to collect the approved amount.
Healthcare FAQ
Before you change
Before you change
how payments work,
get these answers.
The payment setup should fit the business, the existing software, and the way balances are actually collected.
Which pricing program should a Healthcare business use?
We do not choose one from the industry name alone. Current processing cost, card mix, program rules, customer experience, and how prices are presented all matter. We can model the options from the business's actual processing numbers before recommending a change.
What is Phase 3 VT?
Phase 3 VT is our branded virtual terminal for businesses that need to manage payments from the office without running every transaction through a physical POS. Depending on the merchant setup, it can support payment entry, invoices, payment links, approved stored payment methods, recurring billing, and ACH when enabled.
Can we send payment links for balances?
Yes. Payment links can give a customer or patient a way to pay remotely from a phone or computer. The exact options available depend on the merchant setup and payment tools being used.
Can we keep an approved payment method for future charges?
Yes when the merchant setup supports it and the person has provided the required authorization. The payment workflow can make an approved payment method available for future authorized charges without asking staff to collect the payment details again each time.
Can we offer payment plans?
Payment plans can be supported when the business offers that option and the merchant setup supports the approved payment schedule. The business decides the agreement with the customer. Phase 3 provides the payment tools used to collect the approved amounts.
Can we run memberships or recurring programs?
Recurring billing can support approved memberships, wellness programs, service plans, and other repeat charges when the business model calls for them and the customer has provided the required authorization.
Can customers pay by ACH?
ACH may be available through Phase 3 VT or another approved setup when it is enabled for the merchant account. We confirm the available payment methods before the business begins using them.
Can we keep the practice software we already use?
Possibly. If the existing software works for the staff and the payment setup is the problem, we first check whether the payment relationship can change without replacing software the business already knows. Compatibility depends on the systems and configuration involved.
Can we keep our current payment equipment?
Sometimes. Existing terminals and payment devices may be compatible with the new setup. We check the equipment, processing relationship, and configuration before recommending replacements.
How long does implementation take?
It depends on what is changing. A simple terminal setup is different from configuring Phase 3 VT, recurring billing, payment links, several locations, or multiple payment workflows. We review the current setup first and give the business a realistic implementation plan before anything changes.
Does Phase 3 handle insurance billing or medical claims?
No. This service is focused on payment acceptance and payment collection workflows. Phase 3 is not replacing insurance billing, claims submission, practice management, or clinical software on this page.
Does Phase 3 need access to clinical records?
The payment setup described on this page is about how money is requested and collected. It does not require diagnosis information, treatment notes, patient charts, or other clinical records.
Is this HIPAA compliant?
Payment security, PCI requirements, and Healthcare privacy obligations are different subjects. We confirm the requirements that apply to the specific payment setup before anything goes live rather than making a blanket compliance claim on a website.
Can Phase 3 handle our website too?
Yes. Phase 3 Digital can build and manage the website as a separate service. Website pricing is $99 a month with Phase 3 processing or $199 a month as Standalone Digital. Search and advertising services can be added separately when they make sense.
Phase 3 Digital
We can handle
We can handle
the website too.
Services change. Hours change. Providers, staff, locations, photos, programs, and contact information change. We build the website, write it, host it, and keep handling the normal updates after it goes live.
Use Phase 3 Digital on its own, or pay less when you also process with Phase 3.
Website plan
With Phase 3 processing
$99 / month
Standalone Digital
$199 / month
Same managed Website service. Processing customers receive the lower price.
- Written and designed for your business
- Hosting, SSL, and Cloudflare
- Forms, calls, maps, and analytics
- Technical SEO and schema
- Normal website updates by email
Not included in this plan
Patient portals, clinical software, medical intake, and payment tools
No setup fee. Month to month.
Your domain, logo, and original photos remain yours.