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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.

Card Swipe Processing​

For in-office payments, InSched supports magnetic stripe card readers.

Swipe Workflow​

  1. Open the credit card processing dialog
  2. Swipe the patient's card through the card reader
  3. The system extracts and displays:
    • Cardholder Name
    • Last 4 Digits of the card
    • Expiration Date
  4. Enter or confirm the Amount to charge
  5. Click Process to authorize the transaction
  6. The status bar shows processing feedback

Manual Entry​

If the card swipe fails or the card cannot be swiped (e.g., phone orders), click Manual Entry to type the card information:

  • Credit Card Number
  • Expiration Date (MM/YY)
  • Security Code (CVV)
  • Cardholder Name
  • Billing Address
  • Zip Code

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​

  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.
  3. InSched records the result — approval or the decline reason — and creates the deposit automatically, including the captured signature for receipt printing.

For balances that will be paid remotely, InSched can email the patient a secure online payment link:

  1. From the patient's dialog, click Send Payment Link ....
  2. Confirm the amount, description, and the patient's email address. By default the patient may adjust the amount (for partial payments); links expire automatically after 30 days.
  3. The patient receives an email with a secure link and pays online with their card.
  4. 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.

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.