Store, Add, or Change a Client's Card on File

With Healthie, providers can securely and professionally collect client billing details during the onboarding process. Billing information is securely held by Healthie's PCI-compliant processor, and you are able to view the last four digits of the payment method on file, after the client has entered it. Payment processing is enabled through Healthie's direct integration with Stripe

This can be useful for charging clients for Packages, collecting payment for co-pays, deductibles, and other office payments, and enforcing cancellation policies. Healthie's payment processor accepts credit cards (including Amex, Discover, Visa, Mastercard, and others), Debit cards, and HSA / FSA cards. 


Manually Add Card on File for a Client

To add a card for a specific client

Clients > Select Client > Scroll to Financials section

In this section of the client's profile, you'll see the option to Remove, Edit, or Add a Payment Method (aka card on file) for the client. 

Click Add Card to add a new form of payment. You will be prompted to enter a client's card number, expiration date, CVC code, and Zip Code. The system will prevent you from entering an invalid number, as you will not be able to "Submit" the card unless it is a valid number. 

After you submit this information, for client security and PCI-compliance reasons, you will not be able to access the full card number again. Multiple cards can be added on file for a single client, the default payment card will be clearly delineated. 

Note: To charge a client for an outside payment, a client needs to have a credit card on file. If a client does not have a card on file, you will see a prompt, with the option to manually add a card directly in your workflow (ie. from the Payments page, or Client Packages page) 

Request a Form of Payment from Client 

Providers can manually or automatically request that clients complete the Billing Info form, which will securely collect and store their payment details. 

Learn more here: Collect & Store Client Billing Details

Alternatively, providers can request that a client manually add a new card to their account settings. Here is an article you can share with your clients: Updating/Entering Payment Information

Storing Multiple Cards on File for a Client

There may be instances in which you would like to store multiple cards on file for a single client. This may be because the client has multiple cards that they'll use for different services, and/or you accept HSA / FSA, and would like to have that information on file as well. 

If you would like to store multiple cards on file for a client, navigate to the Client profile > Overview > Billing where you will see the cards on file for a client. 

If you click on Add Card you will see a slider on the right-hand side of your screen, where you will be prompted to add the new card on file, and indicate whether it is HSA / FSA or Personal (debit or credit). 

To change a client's default card, navigate to your clients profile, and scroll to "Payment Methods" in the "Financials" box. Select Edit on the designated card, and check "Set as Default Card". This will make it the primary card the next time your client is charged.  When you change the default card of payment for a client, and the client has a recurring subscription, there will be no interruption in their payment schedule. 

Note: If your client has missed payments while using their previous payment information, their new payment information will not be billed for those missed payments. We recommend that you manually charge clients for these missed payments. 

Delete a Card or not Storing a Card

When a client enters a credit card, the system will automatically securely store this information for future use, and for the convenience of you and your client. Moreover, if a client is logged into their Healthie account, and attempts to purchase a package from your website, the system will intelligently detect that the client has a card on file from previous use with you, and can elect to use this card, or enter a new card. Note: This only occurs if the client is logged in, on another active window, to their Healthie account. 

If you would like to remove a client's card, please click "Remove" which will permanently remove the client's card from your connected account. Please note that if there are future payments scheduled for a client, and there is no active payment method, the client will NOT be charged. 

View a Client's Card Information on File

You are able to view the last 4 digits of your client's credit card on file in the billing section of a Client's profile. As part of maintaining Level 1 PCI compliance via Stripe, after a client's card information is initially entered, it is no longer visible to you, your client, or anyone else. It is not possible to pull the full payment information. 

Once a client has uploaded their billing information, you are able to view the last four digits within their Client Profile. For PCI-Compliance, you will not see the fully completed Billing Form, with all billing details. 

Clients > Select Client > Scroll to Financials section

In this section of the client's profile, you'll see the option to Remove, Edit, or Add a Payment Method (aka card on file) for the client.

Additional Resources

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