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Documentation Index

Fetch the complete documentation index at: https://docs.decodahealth.com/llms.txt

Use this file to discover all available pages before exploring further.

Navigate to Billing > Check Out to start the checkout flow, or click Create Charge from the Charges table.

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Check Out a Patient

The checkout flow is a multi-step process for creating charges and collecting payment. Navigate to Billing > Check Out or click Create Charge from the Charges table.
1

Select a Patient

Search for and select the patient you are billing. If the patient has existing outstanding charges, they appear automatically so you can collect on them.
2

Select Location

If your organization has multiple locations, choose the location for this transaction. This determines which POS devices are available and which tax rules apply.
3

Review Today's Items

If the patient has appointments or treatments scheduled for today, the items from those visits appear automatically. Click Add next to any item to include it in the charge. Each item shows its price, quantity, and the provider who performed the service.
4

Select Merchant Account

If multiple merchant accounts are configured, choose which account should process the payment.
5

Build the Charge

Add items to the charge using any combination of:
  • Services & Products: Search and add services, items, or packages. Each line item shows its price, and you can adjust quantities. Only items with Show in Checkout enabled appear here (see Products, Medications, or Packages settings).
  • Custom Amount: Enter a one-time dollar amount with an optional description.
  • Discount: Apply a flat dollar or percentage discount to the charge total.
  • Tip: Add a tip amount.
  • Description: Add a free-text description for the charge.
  • External ID: Attach an external reference identifier.
  • Date of Service: Override the service date if it differs from today.
  • Comment: Add an internal comment visible only to staff.
If the patient has available discounts, memberships, packages, or banked items (pre-purchased service credits), click the Discounts button to open a unified panel. Use the category tabs (All, Membership, Packages, Banked) and search bar to find and apply discounts to the charge.
6

Select Existing Charges (Optional)

If the patient has outstanding charges from previous visits, you can select one or more of those charges to pay instead of (or in addition to) creating a new one.
7

Choose a Payment Method

Select how to collect payment. See Payment Methods for details on each option.
8

Complete Payment

Depending on the method chosen, either the terminal processes the card, the patient enters details in the virtual terminal, or you record the external payment. After success, the system displays a confirmation screen with options to send a receipt.

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Override an Item or Package Price

If an item or package has Allow custom price at checkout turned on in its settings, an edit pencil appears next to its price in the cart. Click it, enter a new amount, and click Save Price — the line shows the original price struck through next to the new one. If the pencil isn’t there, open the item in Settings (Packages, Products, or Medications) and enable the option.

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Customer Display

During checkout, you can connect a separate customer-facing display device to show live checkout details and collect tips. Click Connect Customer Display in the charge step to open the device selection window, which lists available displays for your location. Each display shows its status (ready, in use, or not active). Select one and click Connect to start mirroring the charge details in real time. When you reopen checkout, the last display you used is reconnected automatically if it’s still online and idle. If it’s offline or already in use by another checkout, no display is connected and the Connect Customer Display button stays visible so you can pick a different one. When a patient picks a tip on the customer display, a Tip Recipient window appears on the checkout screen so you can choose which provider gets the tip. See Collect a tip on the tip-screen page for details. Separately, click the Preview button in the header to open a charge preview panel on your own screen.

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Zero-Dollar Charges

When the total amount due is $0.00 (for example, if packages or discounts fully cover the charge), the checkout skips the payment method selection. Instead, a confirmation screen appears showing the $0.00 total and asking you to confirm the charge. After confirmation, the charge is created and marked as complete without any payment processing.

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Payment Methods

When collecting payment at checkout, you choose from the following options. Your organization’s administrator controls which methods are enabled.
Send the charge directly to a physical payment terminal (e.g., Lane 3000, Lane 7000, Link 2500) connected at the selected location.
  • The terminal prompts the patient to tap, insert, or swipe their card.
  • A processing screen appears while the terminal communicates with the payment processor.
  • If no terminal is configured for the location, this option is disabled with a message.

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Split Payments

For POS terminal, virtual terminal, and patient credit methods, you can enable Split Payment to collect only a portion of the total. Click Split Payment, enter the partial amount, and process it. The remaining balance stays outstanding for future collection.

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Surcharge Fees

If your organization has credit card surcharging enabled, an additional fee may be applied to credit card payments. The surcharge is calculated automatically based on the card type detected during checkout. Patients with surcharging disabled on their profile are exempt.