Taking Over-the-Phone Payments (Card Not Present)
Step-by-step guide for taking over-the-phone (card not present) payments in PayStack, including vaulted cards, surcharge behavior, and automatic PMS syncing.
Taking Over-the-Phone Payments (Card Not Present)
Use this workflow when a patient calls your office to make a payment over the phone.
Good to know: phone payments follow the same “process in PayStack → auto-sync back to your PMS” pattern as in-office payments.
Before you start
- Make sure you have the correct patient pulled up in PayStack.
- Confirm the balance amount with the patient before you process.
Option A: Charge a vaulted card (card on file)
- Select the vaulted card by the name and last four digits.
- Confirm the amount.
- Click Pay to process.
Option B: Take a new card by phone
- Enter the card details as provided by the patient.
- Confirm the amount.
- Click Pay to process.
Surcharge awareness (important)
- PayStack automatically identifies credit cards and applies the service fee.
- Debit and HSA cards remain fee-free.
What happens after you click Pay
- Once approved, PayStack posts the payment back into your Practice Management System (PMS) automatically.
- From the confirmation screen, you can email or text a receipt (or print one if needed).
Troubleshooting tip
If the payment appears successful in PayStack but you don’t see it in the patient ledger yet, give it a moment and then refresh your PMS before retrying the charge.
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Last updated on March 31, 2026