In the Point-of-Care (POC) Platform, you can charge clients for packages and services. This is done through our integration with Stripe that connects your business bank account to your POC account. Our direct integration with Stripe eliminates the need for any 3rd party logins or payment processors — you’ll be able to accept payments and charge for services right from your POC account.
In this guide, we answer common questions to using the POC for collecting and processing client payments.
If you cannot find the answer to your billing question, please send us a support ticket using the form HERE. You can also join our weekly LIVE class to review the fundamentals of the POC. Time is saved at the end of the class for a Q+A with our Customer Success team. Sign up here.
All major credit card companies, as well as local credit cards, can be accepted through the platform, including American Express, Discover, Visa, Mastercard, and others.
There is a 2.9% + .30c transaction fee for credit card payments through the platform. This fee is standard across all credit cards (Amex, Discover, Visa, Mastercard). The platform integrates with Stripe, which is Level 1 PCI – compliant.
When using Stripe via the POC’s direct integration, you’ll receive a lower than normal Stripe rate. Our integration prevents Stripe from charging some of their additional fees, namely, refund frees. With Stripe directly, you do not get fees returned to you when you issue a refund. Additionally, you are not charged for international cards, and fraud protection.
For this reason, we are unable to negotiate Stripe processing fees for our members.
Yes, HSA/FSA cards can be treated just like credit cards. Health Reimbursement Accounts and Flexible Spending Account cards can be treated just like credit cards through the billing platform. Stripe’s standard processing fees of 2.9% + $0.30 will apply as normal. Please go to Billing > Client Packages and process these as you would a normal credit / debit card.
About HSA & FSAs:
Note: The most common reason that HSA/FSA cards are declined, is that they either a) have insufficient funds or b) have not been activated /set up by the client for utilization. We recommend reaching out to your client, to ensure that their card has been activated and has funds that are eligible to be utilized.
If your client’s HSA/FSA has been declined, you may want to send them an invoice through the POC. Clients can print their invoice and submit it to their HSA/FSA provider for possible reimbursement.
Yes, the payment processing can accept credit cards from over 192 countries and you can hold a bank account in any country that Stripe supports.
Payments will appear in your bank account within 3-5 business days. This time frame extends to your first payment received through the POC.
Please note: holidays do not count as a business day.
Charges on your client’s credit cards for payments made through the POC will show up as your Brand Name. For example, if your Brand Name is “My Business Name” your client will see a charge for “My Business Name”
Clients are NOT able to cancel a package they have purchased from you on their own, they will need to contact you, and you can cancel their membership in a package. This allows you to be fully aware of clients who wish to cancel services and to enforce any cancellation policies you have in place.
Your client will receive an email notification when they make a payment (or when you request payment) through the POC platform. Additionally, they will be able to log into their client portal (from a web browser) and click on Billing > Payments to see their history of transactions.
If you refund a client within the platform, the refund will post on the client’s method of payment within 5-10 business days. Clients receive the full amount of the payment refunded, and you are not responsible for payment processing fees on refunded payments.
No. Please enter card numbers manually, within a client’s profile. Numbers are then stored securely within the system. The POC is PCI compliant which means that there are security measures designed to ensure a secure environment for transmitted credit card information. Read more about security in our Knowledge Center.
For those who require a 1099-K (processed more than $20,000 AND had more than 200 transactions), We will automatically mail a 1099-K and e-file it with the IRS.
These are charges made in the POC via our payment processor (and does NOT include CMS 1500 claims created/submitted).
You can directly charge a client for a package through the POC platform. Review this billing article to ensure that you’ve taken the right steps to charge a client. If you do not see a client’s name appear from the drop-down, it is likely that your client does not have a credit card on file. Please go to their Profile > Overview > Billing and add a card number. You may want to consider making the “Billing Info” form a required step in your intake flow to ensure every client puts a credit card on file.
At this time, the POC cannot connect with your existing Square account. You actually will not need to manage a separate Square or Stripe account, with our integrated payments system. You can link your bank account with the POC directly, and receive payments directly.
Navigate to Billing > Payments > Transfers
See the help article that goes over “Payment Dashboard (Past and Processing Payments)”
Within the POC, payments that are received from clients will automatically transfer into the bank account that you have set up on profile (ie. your business bank account).
If you are part of a group practice and you would like to have multiple bank accounts associated with your POC profile, fill out the support form HERE.
When you set up payment processing in the POC, you will need to enter your bank account information. The system requests things like your business EIN, social security number, address, etc.
An EIN is like a “company social security number” (compared to your individual social security number). If you are a sole proprietor, you may be okay entering your personal SSN, but when you create an LLC or Corporation, you will get an EIN number. If you have a corporate bank account you will want to get an EIN instead.
At this time, it is not possible to take direct payments via ACH / bank account set up to the POC. This is a feature on our radar, and we will update this section when it has been released.
Yes, You will need to take the following steps, if a client would like to pay on multiple cards:
You are able to store multiple cards on file for a client, and also indicate a default, and whether the card is HSA/FSA versus a personal card.
You can download a Payments Report under the reports section of your dashboard.
Practitioner Support: Submit your questions through the form on the Support page HERE
POC Weekly Training: Join one of our weekly trainings to ask questions and work through settings. Link to upcoming events is also listed on the practitioner support page HERE
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