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Payment Links: Creating & Sending Remote Payment

This guide explains how to use Payment Links to collect payments from patients remotely or in-clinic when they are not able to pay directly.

Written by Martin Gjorgjievski

1. What are Payment Links?

Payment Links are a secure way to collect payment when a patient is not physically present or cannot pay at your terminal. Common use cases include:

  • Collecting a deposit for a phone booking.

  • Taking payment in-clinic if your card machine is not working.

  • Allowing a patient to pay from their own device after an appointment.

2. How to Create a Payment Link

There are two primary ways to generate a payment link.

Method 1: When Booking an Appointment (For Deposits)

  1. When booking an appointment that requires a deposit, the system will show the deposit amount due.

  2. Click the Send Online Payment Link button.

  3. A window will open with a QR Code and options to Send via SMS or Send via Email.

  4. Choose your delivery method. The patient will receive a link to complete their deposit payment.
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​Method 2: From an Active Appointment Checkout

  1. Open the appointment and proceed to the Checkout section.

  2. Under payment methods, select Online Payment (Payment Link).

  3. A window will open with a QR Code and options to Send via SMS or Send via Email.

  4. Send the link to the patient. They can pay the full balance or remaining amount from their own device.
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3. What the Patient Sees

  • When the patient clicks the link, they see a secure checkout page.

  • They can pay using all the payment methods enabled for your online bookings (e.g., credit/debit card, Klarna, Clearpay).

  • This allows you to offer "Buy Now, Pay Later" options in-clinic.
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4. Tracking and Managing Payment Links

All payment links are tracked in a dedicated area for monitoring.

  1. Go to the Financials section in the left sidebar.

  2. Select Online Payments.

  3. Here you will see a list of all sent payment links with key details:

    • Amount & Patient

    • Status: See if the link is Sent, Accessed, Paid, or Expired.

    • Created & Expiry Date

Important Security Note: All payment links automatically expire after 48 hours for security. If a link expires, you must generate and send a new one.
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5. Cautionary Notes

  • Payment links expire after 48 hours for security reasons.

  • Do not assume a payment has been completed until the status shows it as paid.

  • If a link expires, a new payment link must be generated.

  • Ensure the payment amount is correct before sending the link to avoid collection errors.

  • If the patient has accessed the link but not paid, follow up promptly to reduce missed payments.

Tips for Efficiency

  • Use the QR code for patients who are physically present in clinic to speed up payment.

  • Use SMS for the fastest remote delivery when the patient is on the phone.

  • Use the Online payments section regularly to monitor unpaid or pending links.

  • If your clinic offers Klarna/Clearpay, make sure staff know how to explain this option to patients.

  • Follow up on accessed-but-unpaid links the same day when possible to improve collection rates.

Need More Help?

If you have any questions about creating or managing payment links, please contact our support team. We're glad to help.
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