Prerequisite: The Payments module must be enabled for your organization before you can access this page. Contact Decoda support if Payment Management is not visible in your settings.
Merchant Accounts
Merchant accounts are the bank accounts where Decoda deposits funds collected from patients. Each account displays its processing fees for online and in-person transactions, and can be assigned to specific locations.Merchant accounts are provisioned by Decoda support. To add a new merchant account, contact support directly from the page.
View Merchant Accounts
Each merchant account card shows:- Name and unique ID.
- Default badge if it is the fallback account for locations without a specific assignment.
- Online Payments processing fee (percentage) and per-transaction fee (cents).
- In-Person Payments processing fee (percentage) and per-transaction fee (cents).
- Locations associated with this account.
Edit a Merchant Account
Update Fields
- Name: Change the display name for this account.
- Set as default: Toggle on to make this the default merchant account. The default account is used whenever no specific account is assigned to a location.
- Associated Locations: Check the locations that should route payments through this account. If no locations are selected, the account is only used as the default.
POS Devices
POS (point-of-sale) devices allow your clinic to accept in-person card payments through physical terminals. Devices must be registered in Decoda before they can process transactions.Need to set up a new terminal? See the POS Device Setup guides for hardware installation, network configuration, and obtaining your registration code.
Register a New Device
Enter Device Details
- Device ID: The 6-digit alphanumeric code displayed on your physical POS device.
- Device Name: A descriptive label (max 20 characters), such as “Front Desk Terminal” or “Checkout 1”.
- Location: Select the physical clinic where this device is located. If your organization has only one location, this is selected automatically.
- Merchant Account: Choose which merchant account transactions from this device should be routed to. If only one merchant account exists, or a default is configured, it is selected automatically.
Manage Devices
- Change Location: Use the Location dropdown on a device card to reassign it to a different clinic.
- Unregister: Click the settings menu on a device card and select Unregister Device. Confirm when prompted. This permanently removes the device from your organization.
Tip Displays
Tip displays are customer-facing screens that present tip options during checkout. Each display is tied to a specific location. When a patient checks out, the tip screen appears on a separate display facing the patient. They see suggested tip percentages and can choose one or enter a custom amount — your staff doesn’t have to ask.Add a Tip Display
Configure the Display
- Display Name: A descriptive label (e.g., “Front Desk”, “Checkout 1”).
- Location: Select the clinic where this display is used.
Edit or Delete a Tip Display
- Edit: Click the settings menu on a display card, then select Edit. You can update the name and toggle the Active switch to enable or disable the display.
- Delete: Click the settings menu, then select Delete. Confirm when prompted. This permanently removes the display.
Tax Rates
Tax rates define the tax percentages applied to items during checkout. Each tax can be scoped to specific item types, categories, and locations.Create a Tax Rate
Enter Tax Details
- Tax Name: A descriptive label (e.g., “Sales Tax”, “City Tax”, “VAT”).
- Tax Percentage: The rate as a number between 0 and 100 (e.g., 8.25 for 8.25%).
- Location Scope: Select which locations this tax applies to. Leave empty to apply to all locations.
- Apply to: Choose which items this tax covers:
- All items — applies to products, services, and memberships.
- Products only — only physical products.
- Services only — only services.
- Memberships only — only memberships.
- Specific categories — only items in the categories you select. When chosen, a category picker appears.
Edit a Tax Rate
Click the settings menu on a tax row and select Edit Tax Rate. The same form opens pre-filled with the current values. Update the fields and click Update Tax Rate.Edit Item Exemptions
To exempt specific items from a tax, click the settings menu on a tax row and select Edit Item Exemptions. Check or uncheck individual services and products to override the tax scope for those items.Delete a Tax Rate
Click the settings menu on a tax row and select Delete. Confirm when prompted.Payment Mediums
Payment mediums are the different ways your clinic accepts payment — credit card, cash, check, Venmo, etc. Decoda provides built-in methods and lets you add custom ones.Add a Custom Settlement Type
Enter a Name
Type a descriptive name for the payment method (e.g., “Venmo”, “Zelle”, “HSA Card”, “Cherry Financing”).
Edit a Custom Settlement Type
Click the settings menu on the row and select Edit. Update the name and click Update.If you rename a custom settlement type to match an existing one, a merge confirmation prompt appears. Confirming the merge consolidates all historical transactions under the existing name.
Delete a Custom Settlement Type
Click the settings menu on the row and select Delete. Confirm when prompted. System payment mediums cannot be deleted.Embed Payment Component
The Embed Payment Component generates an iframe code snippet that you can paste into an external website to collect patient payments outside of Decoda.Generate an Embed Code
Select a Patient
Use the patient search field in the Configuration panel to find and select a patient.
Customize Appearance
- Width / Height: Set the iframe dimensions (pixels or percentages).
- Theme: Choose Light or Dark.
- Show payment summary header: Toggle this checkbox to include or hide the patient name and amount at the top of the form.
<iframe> element and a JavaScript event listener that fires on payment_success, payment_failure, and payment_loaded events, allowing your website to react to payment outcomes.
Advanced Configuration
Permissions
Permissions
Payment Management is gated by role-based permissions:
- Settings Payment Read — Required to view the Payment Management page, including merchant accounts, POS devices, tip displays, tax rates, payment mediums, and the embed component.
- Settings Payment Write — Required to edit merchant accounts, register/unregister POS devices, add/edit/delete tip displays, create/edit/delete tax rates, manage payment mediums, and generate embed codes.