Overview
NikoHealth allows organizations to securely collect Patient credit card payments directly within the platform. Payments can be collected from several areas of the system and then applied to the appropriate patient balance or invoice.
This article walks through the full workflow for:
Collecting credit card payments
Using saved or new payment methods
Printing payment receipts
Applying payments to invoices
Managing payment workflows efficiently
Note: prior to collecting credit card payments, your team must set up and pair a credit card terminal with NikoHealth. For more information, visit our help article on Setting up Credit Card Processing in NikoHealth.
Understanding the Payment Workflow
Credit card payments in NikoHealth follow a two-step process:
Collect the payment
Apply the payment to the correct invoice or patient balance
This separation helps maintain accurate financial records while giving billing teams greater visibility into payment activity. It also allows organizations to review and manage unapplied payments when necessary.
Where Payments Can Be Collected
Credit card payments can be collected from multiple areas within NikoHealth, including:
Billing → Invoices
Billing → Payments
Patients → Patient Profile
This flexibility allows staff to collect payments wherever it makes the most sense operationally.
Collecting Payments
In this example, we’ll collect a payment from the Patient Profile.
To collect a payment from the Patient Profile:
Open the Patient Profile.
Click the blue + button to expand the action menu.
Select Collect Payment.
The Collect Payment screen will appear. From this screen, you can:
Enter the payment amount
View the patient’s current balance
Select the payment method
Save payment information if appropriate
Using an Existing or New Credit Card
Within the Payment Method section, you can choose to:
Use an existing saved credit card
Enter a new credit card
If Use New Credit Card is selected, additional fields will appear prompting you to enter the new card details.
Organizations may optionally save the payment method for future transactions to simplify future payment collection workflows.
Confirming the Payment
After entering the payment details:
Click Submit
Review the confirmation information carefully
Click Confirm
Once the payment has been processed successfully, a receipt will appear.
From the receipt screen, staff can:
Print the receipt
Save a PDF copy
Provide documentation to the patient as needed
Applying a Credit Card Payment to an Invoice
After collecting a credit card payment, the payment must be applied to the correct Invoice or Patient balance.
To apply a payment:
Navigate to: Billing → Payments
Locate the payment within the Payments Queue.
By default, the most recent payments appear at the top of the queue.
Open the payment record.
Select Add Invoice.
Choose the correct Invoice.
Click Save.
Once applied, the Payment Details screen will display:
Payment summary information
Associated invoice details
Applied balance information
This helps ensure patient balances and invoice records remain accurate throughout the billing workflow.