Frequently
Asked
Questions...
Answered.
Welcome to the Pay Proudly Health FAQ page!
Below, you’ll find answers to common questions about our payment processing solutions, surcharging compliance, and how we help your practice save money while staying fully compliant.
Surcharging: How to Stay Compliant
1. What is credit card surcharging? Surcharging is the practice of passing credit card processing fees onto the patient, allowing your practice to offset the costs of accepting credit cards. Instead of absorbing these fees, you can add a small, legally allowed surcharge to credit card transactions. 2. Is surcharging legal? Yes, surcharging is legal in most U.S. states, but it must follow strict guidelines set by Visa, Mastercard, and state regulations. Some states still restrict surcharging, so it’s important to confirm your local laws. Pay Proudly ensures you stay compliant. 3. What are the compliance rules for surcharging? To legally surcharge, you must: ✔ Cap the surcharge at 3% (per Visa/Mastercard regulations) ✔ Disclose the surcharge upfront (signage in-office and notifications for online payments) ✔ Apply surcharges only to credit cards (debit and prepaid cards cannot be surcharged) ✔ Register with card brands (Visa & Mastercard require advance notification) ✔ Ensure proper transaction receipts (clearly showing the surcharge amount) 4. How does Pay Proudly ensure compliance? We handle everything for you: ✔ Automated surcharge calculations – No manual work for your team ✔ Compliant signage & disclosures – We provide all required notices ✔ Proper transaction receipts – Ensuring patient transparency ✔ State & card network registration – We guide you through every step 5. Can we surcharge both in-person and online payments? Yes! Surcharging can be applied to both in-office credit card transactions and online patient payments, ensuring compliance across all payment methods. 6. How does surcharging affect our patients? Most patients understand that businesses incur costs for credit card transactions. By offering alternative payment options (like debit cards, ACH, or in-house membership plans), patients can choose what works best for them. 7. Will surcharging impact my practice’s revenue? No, it increases your revenue. Instead of losing 2-5% of every credit card transaction, your practice retains 100% of the amount billed. This directly boosts profitability while keeping payment options flexible for patients. 8. What if a patient complains about the surcharge? Your team can simply explain: “We offer multiple payment options to give patients flexibility. The small credit card processing fee helps us keep costs down and continue providing high-quality care. Debit cards and other payment methods are available with no added fees.”
If you’d like to learn more about how surcharging can save your practice thousands while staying 100% compliant, schedule a free consultation with our team today!
PCI Compliance: Protecting Your
Practice & Patients
1. What is PCI compliance? PCI compliance refers to the Payment Card Industry Data Security Standard (PCI DSS), which is a set of security requirements designed to protect cardholder data. Any business that accepts credit card payments must comply with these standards to prevent fraud, data breaches, and financial penalties. 2. Why is PCI compliance important for my dental practice? Non-compliance can result in hefty fines, data breaches, and reputational damage. As a healthcare provider, safeguarding patient payment information is just as critical as protecting their medical records. 3. How does Pay Proudly help with PCI compliance? At Pay Proudly, we ensure your practice remains 100% PCI compliant by: ✔ Using encrypted, tokenized payment technology to protect sensitive card data ✔ Providing PCI certification support to guide you through compliance requirements ✔ Offering secure payment processing solutions that minimize fraud risks ✔ Keeping your practice up to date with evolving PCI requirements 4. What happens if my practice isn’t PCI compliant? If a business is non-compliant, it can face: ⚠ Monthly non-compliance fees from processors ⚠ Potential fines ranging from $5,000 to $100,000 for serious violations ⚠ Higher chargeback rates and increased risk of fraud ⚠ Loss of patient trust due to a compromised payment system 5. What steps can I take to ensure compliance? ✔ Use a PCI-compliant payment processor (Pay Proudly is fully certified) ✔ Avoid storing patient credit card details on paper or non-secure systems ✔ Use encrypted payment terminals and secure online portals ✔ Complete an annual PCI compliance questionnaire (we help with this!) 6. Can PCI compliance help reduce chargebacks and fraud? Yes! PCI-compliant payment systems significantly reduce the risk of fraud and unauthorized transactions, helping protect your revenue and patient trust.
Payment Reconciliation:
Simplifying Your Financial Workflow
1. What is payment reconciliation, and why is it important? Payment reconciliation is the process of matching transactions from your payment processor with your practice management system (PMS) and bank statements to ensure accuracy. Proper reconciliation helps: ✔ Identify discrepancies between payments collected and deposited ✔ Prevent errors, chargebacks, or missing payments ✔ Maintain clean financial records for tax reporting and audits 2. How does Pay Proudly make reconciliation easier? At Pay Proudly, we simplify payment reconciliation by: ✔ Providing detailed transaction reports that align with your deposits ✔ Offering daily batch reporting, making it easy to track payments ✔ Ensuring transparent fees, so you always know exactly what’s deducted ✔ Helping practices use proper ledger adjustments to account for surcharges 3. How do surcharges affect reconciliation? When surcharging, the total amount a patient pays includes the treatment cost + surcharge fee. However, most PMS systems do not automatically reflect the surcharge. With Pay Proudly, we guide your team on: ✔ How to correctly log the surcharge fee ✔ Adjusting deposits to match net payments received ✔ Ensuring clear reporting for accurate tracking 4. What happens if there’s a mismatch in my deposits? If you notice a difference between payments processed and bank deposits, it could be due to: ⚠ Processing fees being deducted before deposit ⚠ Chargebacks or refunds impacting totals ⚠ Deposits being batched together for multiple transactions With Pay Proudly’s detailed reporting, you’ll always have full visibility into each deposit and its breakdown, making it easy to track every dollar. 5. Can Pay Proudly integrate with my PMS for automated reconciliation? We currently integrate with Curve, Eaglesoft, Open Dental, and Dentrix, and more. Even without direct PMS integration, many of our clients use our simple reconciliation process to keep records accurate. 6. What reports does Pay Proudly provide to help with reconciliation? We offer customized daily, weekly, or monthly reports that include: ✔ Transaction breakdowns (credit, debit, ACH, surcharges) ✔ Fee summaries so you see exactly what was deducted ✔ Deposit reconciliation reports to match with bank statements 7. How can I ensure my team is reconciling payments correctly? We provide training and support to help your office staff: ✔ Understand the difference between gross and net deposits ✔ Accurately enter surcharges and adjustments ✔ Utilize Pay Proudly’s reports for seamless reconciliation
Need help with reconciliation?
If you’d like a customized walkthrough of how Pay Proudly can streamline your reconciliation process, learn more about how surcharging and PCI compliance can save your practice thousands while keeping payments secure,
schedule a free consultation with our team today!