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. Your clients will be able to make payments for their consultation in advance via Stripe. If you prefer to watch the set up, please refer to the following video.

Prerequisites for Payment Collection

  1. You will require to have a Stripe account before you begin setting up payments on Vetstoria. If you are unsure of how to create an account the following guide will help you:
    How do I create a Stripe Account?
  2. You will need to make sure your Stripe Account has been authorized to take payments with Vetstoria. If you are unsure on how to authorize your Stripe account, the following guide will help you:
    How do I authorize my Stripe Account?

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:
    payment 1

I don't have the field, how do I request this feature?

  1. Email support on support@vetstoria.com with the subject line: Enable Payments Vetstoria Telemedicine
  2. One of our amazing team members will then enable this for you and confirm by return email along with instructions on what you need to do next.
  3. Follow the directions below to set up payment for your Video Consultation Appointment Type

If you get stuck at any point during this, please do reach out to our support teams

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
      payment 2

Example:

If you wish to charge £25 for a Video Consultation, that needs to be paid for in order for the appointment to be booked in

  • On your Appointment Type for 'Video Consultation'
  • Select Full Payment Mandatory as the payment option.
  • Enter 25 in the Appointment Fee field.
  • Save your changes

Configure fall-back option for Mandatory Pre-Authorizations 

Note:

This is only applicable for appointment types that have the payment option set to 'Pre-authorization mandatory'


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'

    fallback payment
  • 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

How do I know if my clients have paid for the appointment?

  1. Go to the Appointments section in your navigational panel
    payment 3
  2. Click on the appointment to view its details. The payment status should indicate if the payment has been made or not.  The different payment statuses are listed below

Paid Appointment

Your client has paid for the appointment. 

payment 4

Appointment Pre-Authorised for Payment

Your client has pre-authorized the amount for payment

payment 7

Appointment Pending Pre-Authorisation 

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

pay