Changing payment processors doesn't have to disrupt your front desk. With some preparation, most practices switch over in a single day. Here's a checklist we use with practices moving to Clover PracticePay.
Before you decide
- Pull your last two or three processing statements so you can compare true costs, not just the advertised rate.
- Write down every way patients pay today: in office, phone, mail, online, payment plans.
- Note which system your practice management software runs on (Windows, Mac or cloud).
- Check your current processor agreement for term length and any early-termination fees.
During setup
- Confirm your PMS integration and version.
- Decide which devices you need at each front desk and exam area.
- Pick an install date that avoids your busiest clinic hours.
- Line up someone with administrator access to your PCs for the install.
- Plan who will attend training. Everyone who takes payments should be there.
On go-live day
- Run a few test payments and confirm they post to the ledger.
- Add the Pay Bill link to your website and the QR code to statements.
- Post the QR code at the front desk.
- Keep your old terminal available briefly for refunds on older transactions.
After go-live
- Move recurring patients onto card on file and payment plans.
- Start sending text-to-pay for balances after insurance.
- Close out your old merchant account once refunds and chargebacks are settled.
ClinicPay coordinates every step of this for you. See the full onboarding timeline or book a demo.
See ClinicPay with your own workflow.
Book a free demo. We'll confirm your PMS integration and put together a no-obligation savings analysis from a recent processing statement.