How do I set up payment for Appointments?

This article will walk you through the process of setting up payment for your clients

Introduction

Payment processing for pet owners can now be set up through your Vetstoria platform. If you prefer to watch the set up, please refer to the following video.

Now, each appointment type contains a new drop-down selection box called ‘Payment Options'. This has different payment configurations for the clinic user to select for each appointment type. The following are available; 

How do I know if payment is enabled on my account?

• Open your appointment type settings:
  Settings > Configurations > Appointment types
• On the dropdown for Show, more options select Payment
• You will see you have 2 new configurations per appointment type called Payment Options and Appointment Fee  as shown below:
  

Setting the Payment Fees 

• Go to your appointment type settings:
  Settings > Configurations > Appointment types
• Select the dropdown on the top left to show more options and select Payment 
  • Select the applicable payment option:
    • No Payment Required:
      Payment is not required at the time of booking for this appointment type. 
    • Pre-Authorization Optional: 
      The legacy setting, capture of credit card details is presented following the pet owner completing appointment booking. 
    • Full Payment Mandatory: 
      The appointment fee is fully paid prior to the pet owner booking their appointment. 
    •  Pre-Authorization Mandatory: 
      Pet Owners must complete pre-authorization of their credit card, for the appointment fee amount, prior to booking their appointment. A fall back option will have to be selected in case the appointment has been booked more than 5 days in advance. 
  • Enter the value in the Appointment Fee field which you intend to charge from your clients and enable. The minimum value that can be entered here is 10.00
    

• Save your changes

Configure fall-back option for Mandatory Pre-Authorizations 

Pre-Authorizations are only valid for a maximum of 7 days, so to allow 48 hours for the clinic to capture the pre-authorization, Vetstoria will only request this when the current time is less than 5 days from the scheduled appointment. 

However, there are situations where a pet owner might decide to book an appointment that is greater than 5 days from the time of booking. In these scenario's you can select one of the following which will act as a fall-back option. 

• Go to your appointment type settings:
  Settings > Configurations > Appointment types -> Set the payment option to 'Pre-authorization mandatory'
  
  
• Select one of the following fall-back options
• 
  
  • Pre-authorization optional
    

    The pet owner will receive an email with a link to request Pre-authorization when the appointment date reaches than 5 days away.

    However, during the booking process, pet owners will not be required to make any payment in order to schedule their appointment and complete the booking.

  • No payment required
    The pet owner will not be required to make any payment in order to schedule their appointment and complete the booking.
  • Full payment required
    The pet owner will be required to make any immediate payment in order to schedule their appointment and complete the booking.
• Set the Amount applicable for the fall-back option. i.e. if the fall-back option is Full payment required, then set the amount you wish to charge the pet owner. If the fall-back option is No payment required, then this field can be set to zero

Your client has paid for the appointment. 

Appointment Pre-Authorised for Payment

Your client has pre-authorized the amount for payment

Appointment Pending Pre-Authorisation 

Your client has not pre-authorized the amount for payment.

Limitations:

1) Full payment required or pre-authorization mandatory appointments can not be rescheduled or cancelled by the pet owner via Vetstoria, the clinic will have to manually reschedule/cancel the appointment in PMS calendar. In case you want to configure a refund policy for payments, we recommend you can refer to the above article which can be used to educate pet owners.

• Any refunds will need to be processed by the clinic using the payment provider's account.
• Any pre-authorizations made in the pet owner card should be cancelled by the clinic via the clinic payment provider's account.

2) The confirmation page will not be displayed to the pet owner for payment mandatory appointments.

3) The similar appointments notification page will not be shown to pet owners who are scheduling a payment mandatory appointment type based on the assumption that the pet owner will not be paying for a duplicate appointment.

4) When making multi-pet appointments, if the pet owner selects a payment mandatory appointment (full payment required or pre-authorization required) type for one pet the other pet will also be applied the same appointment type.

5) Rescheduling an appointment that was previously a no payment required appointment type( at the time of booking) but later changed to be a payment mandatory appointment type (after appointment is confirmed) is not allowed.

If you have any questions or if you need further help, please login to Vetstoria to chat with our team or use the Contact Support form linked at the top of this page.