Using PayStack with your practice software?
If you launched PayStack from Dentrix, Eaglesoft, Open Dental, or another system, you are using Integrated Mode.
👉 For step-by-step instructions specific to your software, see: Using PayStack with Your Software
This article covers the standard PayStack workflow, including both Integrated and Standalone usage.
💳 Take an In-Office Payment
Process an in-office payment and confirm it posts back to the PMS.
How PayStack Works (Quick Overview)
PayStack sends the payment to your card terminal, where the patient completes the transaction.
Once approved, PayStack shows a success screen and provides receipt options.
⚠️ Before You Start
- ✔ You are logged into the PayStack Windows app
- ✔ Your terminal is powered on and idle
- ✔ No other payment is currently in progress
Steps — Take a Payment
Integrated Mode (Launched from Your Software)
Use this when PayStack opens from your practice management system.
- Patient name, chart number, and amount are automatically populated
- Confirm the amount is correct
- Click Pay to send the payment to the terminal
What happens during the payment:
- The terminal activates
- The patient is prompted to tap, insert, or swipe their card
- The patient follows prompts on the terminal
- Wait for confirmation before proceeding
After approval:
- PayStack displays a success screen
- You can:
- Print a receipt
- Email a receipt
- Text a receipt
- Returns you to your practice management system
- Complete any final steps in your software (if required)
Standalone Mode (Using PayStack Directly)
Use this when taking a payment fully inside PayStack.
- Search by:
- Patient name
- Chart number
- Select the correct patient
- Enter the amount to charge
- Sends the payment to the terminal
What happens during the payment:
- Terminal activates
- Patient taps, inserts, or swipes their card
After approval:
- A success screen confirms the payment
- You can:
- Print a receipt
- Email a receipt
- Text a receipt
Surcharge Program (If Enabled)
If your office is using a surcharge program:
- The success screen will show:
- Total Charged (including fees)
- Original Amount (before fees)
Important:
- In Integrated Mode, only the original amount is sent back to your practice management system
- The surcharge fee is not posted to the patient ledger
You’ll Know It Worked When
You will know the payment completed correctly when:
- The terminal shows Approved
- PayStack displays a success screen
- Receipt options are available
If the Payment Doesn’t Go Through
Card Declined
- Ask for another form of payment
- Click Charge again to retry
Terminal Not Responding
- Confirm the terminal is connected and idle
- Restart the payment
Card Removed Too Early
- Restart the payment
- Ask the patient to leave the card inserted until prompted
⛔ Canceling a Payment
- Payments can be canceled before completion
- Once approved, the payment must be handled through a refund process
⚠️ Common Mistakes to Avoid
- Charging the wrong patient (Standalone mode)
- Entering the wrong amount
- Clicking Charge multiple times
- Attempting a payment without a connected terminal
🆘 When to Contact Support
Contact support if:
- The terminal will not connect
- Payments repeatedly fail without explanation
- A payment appears stuck or incomplete
- A successful payment does not appear after several minutes
Need help understanding totals or deposits? See link.
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