Patient Collections

Credit card processing should be an essential part of your patient collections efforts which is why our #1 Tip is to use XCharge, the integrated online credit card processing system. It includes special features that give your practice the extra edge you need to improve your bottom line.


Fast, Secure, Affordable

  • Credit card processing integrated with practice management systems like Medisoft, Lytec, and TotalMD. Open the deposit window to process your credit card charges. Reconciling daily totals has never been easier.

  • Turn your computer into an online credit card processing terminal. No need for costly equipment or dedicated phone lines. XCharge is fast, secure, and affordable.

  • Capture and store credit card information for future use making patient payment plans cheaper and easier to administer.

Why do I need this service?

Patient collections present a special challenge to all medical practices. According to the MGMA (Medical Group Management Association), patient collections now comprise 30% of professional healthcare fees in the private practice. At one time this figure was closer to 10% so it's clear that a medical practice must take a more proactive approach in order to overcome the following challenges:

  • Complex insurance plans make it difficult to accurately determine patient benefits and predict balances due.

  • Time and expense mailing multiple statements. Statistics show the longer the time between the patient visit and the first statement, the less likely the bill will be paid.
  • Limitations on content of voice mail collections messages to patients due to HIPAA regulations.
  • Providers reluctance to send patients to collections.

Take The Next Step In Patient Collections

Many practices already accept credit and debit cards for co-payments and cash patients. But what about those balances due after the insurance has paid? Consider the following patient collections procedures:

  • Don't rely solely on insurance benefit verification. At the time of the first visit, collect your co-payment and/or deductible but also secure credit card information and a signed payment arrangement agreement in the event that the insurance payment is less than expected. Read the Questions & Answers below to see how XCharge makes this easy to accomplish.

  • If this first suggestion seems too aggressive for you, consider adding a credit card form at the bottom of your patient statements. Here is an example of a modified Medisoft remainder statement.
  • Whatever patient collections method you choose, be sure to train your front desk staff to notify patients of your payment policy before the first visit so they know what to expect.

Think about this. Credit and debit cards are used all the time to secure future transactions like online subscriptions, hotel rooms, airline tickets, a whole host of things. The card is charged, you receive an email acknowledgement and a receipt is mailed to your home. Why not apply a similar strategy for patient payments in the medical office.

XCharge Questions & Answers

Q: What exactly is XCharge?

A: XCharge is an online payment processing system that integrates with Medisoft, Lytec, TotalMD, as well as other practice management systems.

Q: How is XCharge better than the credit card system I use now?

A: You can process credit card transactions seamlessly with your practice management software posting directly to the patient's account. This saves data entry time, prevents fraud, and improves accuracy and end of day reconciliations.

Q: What kind of equipment do I use?

A: XCharge turns your computer into a credit card terminal. It uses a USB credit card scanner that connects to your computer and processes the secure credit card transactions online.

Q: XCharge's Bridge-It software offers additional features for Medisoft and Lytec users. What are those features?

A: When the credit card is scanned, the information is securely stored by XCharge for future use. This enables the practice to charge the card at a future time without actually having the credit card information on file in the office, thus reducing the practice's need of secure storage of credit card information.

Q: What if the patient doesn't have a co-payment? How do I collect their credit card information?

A: At the time of the first patient visit, you scan the credit card for a zero dollar amount. This captures the required information. Once you know how much is owed, you can retrieve the credit card information to complete the transaction.

Q: What if the patient wants to pay over the phone with their credit card?

A: That's easy. You enter the credit card information manually into XCharge's online system to process the transaction.

Q:Can I process check transactions as well?

A: Yes, if you have a check reader connected to your computer.

Q: Is the credit card information stored on my computer?

A: No, the credit card information is stored securely by XCharge.

Q: How do I balance my transactions for the day?

A: XCharge has time initiated automatic settlement. You can run daily, weekly, and monthly reports.

Q:How much does it cost?

A: XCharge is competitively priced and saves you money by using your existing internet connection. Provide XCharge with three monthly credit card statements and they will do a pricing analysis for you.

Automatic payment transactions are a way of life and every medical practice should take advantage of this technology to improve patient collections. XCharge offers your practice an easy, affordable, and integrated solution. Simply complete the contact form below to find out how XCharge can work for you.

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