Process Credit Card Payment

How to: Process Credit Card Payment
The purpose of this page is to demonstrate how to use Chart Talk’s integrated credit card processing tool to run and accept credit card and/or debit card payments.
Scenario 1
Process Credit Card- Creating a credit on patient account
Process Credit Card- Creating a credit on patient account

  1. Manage Payments
  2. Accept Payment
  3. Who Paid: When selecting guarantor name populates as Cardholder Name
  4. Pay/Adj/Code: Select Credit Card type; Visa, Discover, Amex, or Mastercard
  5. Amount
  6. Date Received: defaults to today’s date but can be back dated if needed
  7. Cardholder name: will default to guarantor, can be over written if needed by highlighting. Type over with the correct card holder name as it appears on credit card.
  8. Credit Card #: Enter full credit card number as it appears on card
  9. Exp. Date: Enter in MM/YY format as it appears on the credit card
  10. Click “Process Credit Card”

    11. Example: Patient pre-paid $100 towards account to be used for future balance(s)


    You will get an acknowledgment from Chart Talk that your transaction is confirmed and a credit was made to the account.
    Do you want to print the receipt?- This is a credit card transaction receipt for the patient to sign that a Chart Talk detailed receipt. See below.

  11. Verify the credit on the account

  12. Will display details in APT Payments Tab

  13. Click the pencil to view more info: the check# Auth # is the Authorization number to reference on the portal. This is auto-populated after a card is processed successfully.

Scenario 2
Process Credit Card- Put payment towards charges owed by patient
Process Credit Card- Put payment towards charges owed by patient

  1. Manage Payments
  2. Accept Payment
  3. Who Paid: When selecting guarantor name populates as Cardholder Name
  4. Pay/Adj/Code: Select Credit Card type; Visa, Discover, Amex, or Mastercard
  5. Amount
  6. Date Received: defaults to today’s date but can be back dated if needed
  7. Click on charges under “Selected Charges” box
  8. Cardholder name: will default to guarantor, can be over written if needed by highlighting. Type over with the correct card holder name as it appears on credit card.
  9. Credit Card #: Enter full credit card number as it appears on card
  10. Exp. Date: Enter in MM/YY format as it appears on the credit card
  11. Click “Process Credit Card”

    12. Example: Patient owes $96.00 on account. Clinic user is going to process card and apply that payment at the same time.

    You will get an acknowledgment from Chart Talk that your transaction is confirmed and payments have been applied successfully.
    Do you want to print the receipt?- This is a credit card transaction receipt for the patient to sign that a Chart Talk detailed receipt. See below.

  12. Will display details in APT Payments Tab

  13. Click the pencil to view more info: the check# Auth # is the Authorization number to reference on the portal. This is auto-populated after a card is processed successfully.

Scenario 3
Process Credit Card- Put partial payment towards charges, and leave credit

Process Credit Card- Put partial payment towards charges, and leave credit

  1. Manage Payments
  2. Accept Payment
  3. Who Paid: When selecting guarantor name populates as Cardholder Name
  4. Pay/Adj/Code: Select Credit Card type; Visa, Discover, Amex, or Mastercard
  5. Amount
  6. Date Received: defaults to today’s date but can be back dated if needed
  7. Cardholder name: will default to guarantor, can be over written if needed by highlighting. Type over with the correct card holder name as it appears on credit card.
  8. Credit Card #: Enter full credit card number as it appears on card
  9. Exp. Date: Enter in MM/YY format as it appears on the credit card
  10. Click “Process Credit Card”
Scenario 4
Process Credit Card - Card is declined

Process Credit Card – Card is declined

  1. Manage Payments
  2. Accept Payment
  3. Who Paid: When selecting guarantor name populates as Cardholder Name
  4. Pay/Adj/Code: Select Credit Card type; Visa, Discover, Amex, or Mastercard
  5. Amount
  6. Date Received: defaults to today’s date but can be back dated if needed
  7. Cardholder name: will default to guarantor, can be over written if needed by highlighting. Type over with the correct card holder name as it appears on credit card.
  8. Credit Card #: Enter full credit card number as it appears on card
  9. Exp. Date: Enter in MM/YY format as it appears on the credit card
  10. Click “Process Credit Card”

    11. If a card if declined you will receive a general transaction Error – similar to this depending on why the card is declined.

    If the card is declined no record is stored in manage payments.

Reprinting credit card receipts
All transactions prompt to print a receipt after the transaction is successful. If in any case you need to reprint the credit transaction receipt follow these steps

  • Any transaction in Chart Talk that was taken using the credit card processing tool will be found under APT Payment Tab

  1. Locate the payment (any payment using the credit card processing tool will have this icon )

  2. Click the Credit Card Icon (when hovering over reads"Credit Card Transaction Receipt")
  3. The Credit Card receipt will open in a new tab for the user to print

Important Notes:
*Chart Talk has integrated with a credit card processing company called USAePay. This service must be enabled and set up before Credit Card Payments can be processed.

**The card number and expiration date are NOT stored so they need to be re-entered each time the card is used