Using an Integrated Practice Management System?
If your office is using PayStack in integrated mode, patient information such as Patient Name, Chart Number, and Amount may automatically populate from your software.
👉 For the most accurate instructions, refer to the guide specific to your practice management system under Using PayStack with Your Software.
☎️ Take a Payment by Phone (Card Not Present)
Take a payment by phone and confirm it syncs back to your PMS.
Overview
The Card Not Present screen allows your office to take payments over the phone using the Virtual Terminal securely.
You can process payments in two ways:
- Integrated Mode – Patient and payment details are automatically filled in
- Standalone Mode – Staff manually enters all information
Steps — Take a Payment by Phone
Step 1: Select “Card Not Present”
At the top of the screen:
- Click Card Not Present (next to Card Present and Recurring)
Step 2: Enter or Confirm Patient & Payment Details
In Integrated Mode
- The following fields will already be filled in:
- Patient
- Chart Number
- Amount
- No manual entry is required—just verify accuracy
In Standalone Mode
Complete the following fields:
- Patient (optional dropdown or free entry depending on setup)
- Chart Number
- Amount
Step 3: Enter Card Information
While speaking with the patient, enter:
- Card Holder Name
- Credit Card Number
- Valid Thru (Expiration Date)
- Sec. Code (CVV)
- Postal Code (ZIP Code)
- Street # (if prompted for AVS verification)
Optional:
- Memo / Note (for internal reference)
💡 Tip: Confirm the amount and patient name with the caller before proceeding.
Step 4: Click “Pay”
Once all information is entered:
- Click the Pay button at the bottom of the screen
Step 5: Review Surcharge Confirmation (If Enabled)
If your office is enrolled in the surcharge program, a Confirm Payment window will appear.
This modal displays:
- Subtotal Amount
- Service Fee
- Total Amount
How to interpret this screen:
- Service Fee = $0.00 → The patient is using a debit or HSA card
- Service Fee > $0.00 → The patient is using a credit card (surcharge applies)
What to say to the patient (recommended):
“Just so you know, there is a small fee for using a credit card, but not for debit or HSA cards. Would you like to use a different card to avoid the fee?”
Your options on this screen:
- Edit → Returns you to update card details
- Charge → Proceeds with the payment
Step 6: Payment Success
Once the payment is approved, you will see a confirmation screen.
From here, you can:
- Email a receipt
- Text a receipt
- Print a receipt
Step 7: Finish the Transaction
- Click Finish to complete the payment
🔄 What Happens Next
Integrated Mode
- You are returned to your practice management system (PMS) to finalize the payment
Standalone Mode
- The transaction is complete within PayStack
🔍 Key Differences from In-Person Payments
- Card details are manually entered instead of using a terminal
- A surcharge confirmation screen may appear before processing
- No physical card interaction is required
✅ Best Practices
- Always verify patient identity and amount verbally
- Clearly explain surcharge fees before completing the charge
- Offer patients the option to switch to debit/HSA to avoid fees
- Double-check card details to reduce declines
- Use the Memo field for tracking call context if needed
Need help understanding totals or deposits? See link.
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