Implementing Payment Collection Systems in Your Office

Implementing Payment Collection Systems in Your Office

Overview

Ensuring accurate payment tracking in your office is crucial for financial management and membership renewals. Below are recommended systems for enrolling patients, posting payments to your PMS, and handling membership plan payments effectively.

Enrolling In-Office Accounts & Posting to PMS

When processing cash or check payments, it is essential to account for them consistently within your office’s financial system. (In other words your PMS or EHR.) While every office may have different methods, the standard process typically involves:

  1. Posting a charge or adjustment to the patient’s account in your Practice Management System (PMS) or Electronic Health Record (EHR). 

  2. Recording the collected cash or check payment

VisionHQ Enrollment Process

  • Enroll the patient on VisionHQ

  • At checkout, click the blue link indicating that payment was collected in the office. This link ONLY appears if you are enrolling a member at the ANNUAL rate. It will NOT appear if any member is attempting to enroll at the monthly rate. 

  • Once enrolled, the patient will be a listed member on VisionHQ

  • VisionHQ will continue to handle renewal notifications to your office and to your member. 

Membership Renewals & Notifications

VisionHQ ensures members receive reminders before their renewal date:

  • 30 days before renewal, the member receives an email and text notification

  • Since the initial payment was made outside of VisionHQ, renewal payments cannot be processed automatically

  • The member must return to the office to pay again, or they can pay over the phone providing a team member with payment information to attach to their VisionHQ account. 

  • Your team also receives a notification prompting outreach to the member for renewal

Recommended Payment Processing Method

We do NOT recommend processing membership plan payments manually through the office. Instead, we strongly recommend processing payments directly on VisionHQ for efficiency and automation.

Accepted Payment Methods

VisionHQ supports payments via:

  • ALL Debit Cards & Credit Cards

  • HSA & FSA Cards (in most cases)

  • Bank Account Connection for check payments (also known as ACH) 

For patients who prefer paying by check, they can connect their bank account directly—which functions similarly to a traditional check payment.

Patients can also enter payment details when enrolling via the QR code sign-up link, also known as your Patient Sign-up Page.

Need Help?

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