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Dental Credit Card Processing

Our Top Picks for the Best Dental Credit Card Processors:

  1. Easy Pay Direct
  2. Bank Associates Merchant Services - BAMS
  3. Helcim
  4. PaymentCloud
  5. Dharma Merchant Solutions

1. Easy Pay Direct

When looking for a dental credit card processor it is important to make sure your payments are secure, especially for your patients. EPD offers bulletproof security so you can be confident that your transactions are secure. Easy Pay Direct also offers recurring payments which is important for a dental office. You can also send invoices through email if a patient can't pay you upfront in your office. EPD is designed to make your life easier.

2. Bank Associates Merchant Services - BAMS

Let BAMS take care of your business's medical payment services so you can focus more time on your patients. This company will provide you with a MedicalCRM if you do not already have one. By choosing BAMS you are guaranteed the lowest transaction fees in history. They also offer scalable payment solutions that will grow right along with your practice. BAMS is also committed to security and privacy with its gateway payment systems.

3. Helcim

Helcim offers recurring payment options for repeat patients. They also offer the ability to send invoices online so your patients can pay later online at home. There are no contracts or hidden fees when working with Helcim. They offer 100% transparent pricing and excellent customer service. They also work well with small businesses, choosing Helcim while trying to get your practice established could be a great decision in the long run.

4. PaymentCloud

PaymentCloud works with a large variety of businesses. Whether it's low, medium, or high risk your practice will be covered by PaymentClouds services. They offer low processing fees along with the easy setup of their materials. PaymentCloud offers protection against fraud and chargeback attempts. They also have the tools you need for recurring payments or online invoicing.

5. Dharma Merchant Services

Dharma supports medical offices with HIPAA compliant solutions. You will be able to process transactions in person or online. They provide their equipment at a low and fair cost so you can make sure you are investing all you can into your patients. Dharma understands that the cost of collections is skyrocketing for healthcare and improving your payment experience matters greatly. With Dharma, you can rest assured you will be able to process transactions with ease.

It is the most efficient credit card processing method for dental offices.

In the dental field, credit card payments are required. Partnering with a payment processor allows you to accept credit card payments and provides additional benefits whether you are a general dentist, orthodontist, cosmetic dentist, or oral surgeon. It is critical for the dentist to find a payment processor who understands how to protect patient information while also providing a high level of service.

Why do I Need Dental Credit Card Processing?

Many people do not have dental insurance, despite the fact that some do. This means they'll be charged every time they need a service. It is estimated that approximately half of all employers do not provide dental insurance.

A simple service like preventative care cleanings can cost well over $100. Of course, more complex procedures or surgeries can be prohibitively expensive for patients. Even those who have insurance may have to pay co-insurance, co-pays, or deductibles.

People are unlikely to be at ease or capable of paying in cash. Allowing patients to pay with a credit card may enable your practice to collect payments more quickly and successfully. Your dental practice can achieve the following by collaborating with a payment processor:

  • Online and mobile payments
  • All major credit cards like Visa, Mastercard, American Express, and Discover
  • Contactless card payments
  • eChecks or ACH payments that connect directly with patient bank accounts
  • Digital wallet payments like Apple Pay or Google Pay

Things to Consider When Choosing a Dental Payment Processor

HIPAA Compliance

It is very likely that you will come into contact with protected health information if you work in the dental field (PHI). Personal health information (PHI) is any information that can be used to identify a person, such as their name, address, social security number, or insurance number. PHI can also be information that can be used to generate revenue.

When choosing a payment processor, make sure they are familiar with HIPAA compliance. In order to maintain compliance, certain actions are prohibited under HIPAA regulations. Receipts, for example, cannot be sent via email or text message.

A business associate agreement may be required if your payment processor will provide additional services to you and your clients in addition to payment processing. This will protect you and your company in the event of a data breach or HIPAA violation, so act quickly.

Because HIPAA violations can result in significant fines, choosing a payment processor who is familiar with HIPAA is critical.

PCI Compliance

As a company that deals with sensitive medical information and customer payment information, you'll want to work with a processor that goes above and beyond to protect your customers' data.

The Payment Security Standards Council, a regulatory advisory group for the payment industry, provides advice on how to keep your money safe every year. These rules should be followed by both businesses and payment processors.

A company is said to be PCI compliant if it follows all of the rules. The following are some examples of the types of tasks that must be completed:

  • Protecting cardholder information with encryption
  • Protecting networks against viruses and malware
  • Maintaining secure networks

Speak with your payment processor about the safeguards in place to protect both you and your customers.

Rates and Fees

Following compliance with all applicable rules and regulations, the cost of dental payment processing is the most important factor to consider. While payment processors use a variety of billing models, three are the most common.

  • Tiered Pricing
  • Interchange-Plus Pricing
  • Flat Rate Pricing

Interchange-Plus Pricing

The interchange fees are set by the networks that accept the cards. The payment processor has no control over these rates. They have no control over them. The processor is paid a percentage of each transaction as well as a small flat fee that is applied consistently across all transactions.

The fees associated with each transaction (interchange and processing) are clearly stated in this model, and your statement includes a detailed breakdown of payment processing costs. This pricing structure makes it easy for business owners to compare the costs of various payment processors.

Because of this level of detail, a business owner may find it difficult to determine how much money they owe.

Flat Rate Pricing

While all transactions are charged at the same rate, there is a small transaction fee of less than $1. This is known as "flat rate" pricing. Using this model, it is extremely simple to comprehend and calculate the cost of processing payments for a business.

The fact that interchange fees can vary depending on the type of transaction is a disadvantage. Because a transaction that would have qualified for a lower interchange rate did not qualify, your company will not be reimbursed.

Tiered Pricing

When determining the cost of a transaction, this pricing method takes the nature of the transaction into account. There are three types in general:

  • Non-qualified
  • Qualified
  • Mid-qualified

These designations are made based on a variety of different factors that each payment processor considers. Some are related to the way the card was processed. Was it swiping or typing in the card?

All of these variables are related to the level of risk assumed by the transaction's processor. Then, for each transaction, a tier is assigned, and the tier determines the processing rate.

You will pay the least amount of money if you qualify. Transactions are no longer qualified. This could result in cost savings and easier-to-read billing statements, so it may be worthwhile.

However, the true cost of processing is hidden because the business owner will be unable to distinguish interchange fees from processing company fees.

Please keep in mind that these are just a few of the more common pricing models. If you're going to do business with someone, make sure you're aware of their fees and rates.

Automated Invoicing and Practice Management

In addition to payment processing, some processors provide software to help you run your business more efficiently and effectively. Because dental care is so expensive, your customers may prefer to pay in installments.

It is critical to have a payment processor that supports recurring billing to ensure that you are paid for the services you provide. If you do not receive full payment at the time of service, having a system that sends payment reminders will save your staff time while also increasing revenue for your practice.

The majority of payment processing software will integrate with your practice management system if you already have one. This means that when a payment is made, it is reflected in the patient's record immediately.

If your payment processor is unable to integrate with your current system, they may be able to help you migrate your practice data to a new one.

Similarly, if you don't already have a system, certain processors can provide specialized dental software that allows you to manage your practice and process payments. Several processors will let you test the software they use to ensure that you like it.

There is a reason for this: by performing the task yourself, you will be able to observe how the systems work in real time. This is the best way to get a feel for what to expect when doing it in real life.

Additional Considerations

These are just a few of the most important qualities to look for when choosing a dental payment processor. You may also want to think about other things.

High Sales Volumes

The higher your practice's annual revenue, the more likely you are to qualify for a discount. Individuals who conduct business at a certain level would be eligible for a reduced processing fee. Inquire about any discounts provided by your payment processor, as well as the requirements for receiving them.

Furthermore, some processors may find ways to reduce risk and costs by dividing your processing account into multiple smaller merchant accounts. This is a method for distributing completed work. The payment processor can thus protect itself from the risks associated with processing high-value credit card transactions.

Furthermore, it ensures that if something goes wrong and your funds are frozen due to an excessive number of chargebacks, you will still be able to obtain a portion of your money.

Customer Service and Training

You don't want to change anything about your business as a result of adding a new payment processing company. Before deciding on a processor, consider how easy it is to contact customer service. Others may only be open during regular business hours. Some processors offer live support 24 hours a day, while others may only be available during normal business hours.

Even if your business is closed at night, it may not be necessary to have assistance on hand. If something goes wrong, you'll need to be able to contact someone right away. Determine whether a phone number, email address, or live chat feature is available.

Processors should be able to give you an idea of what you can expect once you start configuring things. Consider how easy it is to set up the payment processing system, as well as whether the company offers staff training on how to use the system and in what format.

Reputation

Another factor to consider is the processor's reputation in the industry. A Google search may occasionally yield reviews that provide additional insight into how people feel about them now or in the past. You can also check with the Better Business Bureau to see if they are currently the subject of any complaints.

Furthermore, the BBB may specify how long they have been in business. You want to select a processor that you know will be available in the coming years.

Overall Takeaways

It can be difficult to select a dental payment processor. This business decision will have a significant impact on your day-to-day operations as well as your profitability. If you're looking for a dental credit card processor, make sure they've previously worked with dentists. This ensures that they understand HIPAA regulations and how to protect your patient's PHI.

Choosing a PCI-compliant processor is also critical to ensuring the security of your clients and business. Even minor differences in rates and fees can add up over the course of a year.

Payment processors should be open and honest about their pricing structure. Why not add features that will help you run your business more smoothly and efficiently to increase the value of your company?

Finding a payment processor that simplifies billing and saves time for your staff is critical. If you already have a practice management system, make sure the processor you choose is compatible with it or that a suitable replacement can be found.

Remember that many payment processors provide discounts for high-volume accounts, so be sure to ask. So that you're prepared, learn about similar features.

Finally, you should select a payment processor that will support you in the event of a problem. When payment processing fails to function properly, a variety of things can go wrong. Look for a payment processor that is easily accessible and available during your business hours.

It is also critical to choose a payment processor on whom you can rely to stay in business for an extended period of time and maintain a positive reputation. Switching payment processors is inconvenient and time-consuming.

With a better understanding of what to look for in a processor, you should be able to find one that meets your company's requirements while also providing competitive pricing. You will develop a business relationship that will benefit your company on a daily basis if you invest the time and effort to research and choose wisely.

Check out our top dental credit card payment processors:

  1. Easy Pay Direct
  2. Bank Associates Merchant Services - BAMS
  3. Helcim
  4. PaymentCloud
  5. Dharma Merchant Services

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