Which payment tasks should the review cover?
Payments at the office
Identify the terminal used, who can take payments or issue refunds, and how the receipt is matched to the office’s payment record. Confirm equipment compatibility before replacing the existing setup.
Invoices and remote payments
If patients pay from a link or invoice, describe the payment steps and what status staff need to see afterward. Confirm supported channels and wallet activation for the proposed setup.
Recurring payments
If your office uses recurring payments, review authorization, failed payments, cancellation handling, and how balances are tracked. Do not assume an existing arrangement transfers to a new processor.
What software and information belong in a review?
Identify the system without patient records
Provide the name and version of your practice management, accounting, or billing software. Explain the required payment workflow without attaching clinical notes, diagnoses, patient lists, or other sensitive records.
Confirm the actual connection
A payment gateway, accounting integration, and connection to practice management software are different connections. Confirm each supported feature and the appropriate agreements for your setup with the relevant providers.
How should the costs and records be checked?
Use payment records
Bring a processing statement and separate gateway or equipment bills with sensitive customer details removed. Compare the total cost and the payment tasks the office needs.
Test access and reconciliation
Use approved test data to review successful and failed payments, refunds, staff permissions, and reconciliation. Do not use real patient information for a website inquiry or ordinary test.