Implementing a card on file healthcare payment processing solution is often the way forward for many practices. However, it isn’t something that a practice can do without appropriate preparation. You need to guide your staff members through the process carefully to ensure acceptance and smooth running. Here, we offer you our expert guide to putting this system in place for your practice. This will help you and your team to get on board from the outset.
Updating Office Policies
The very first step in implementing any card on file solution is the updating of your office’s financial policies. You must clearly outline them and make them visible to all staff members and patients. You should produce signage to put up in your office and make website updates to ensure the policies are visible. You could even consider using your social media presence to post updates and keep patients informed. You don’t want to surprise patients, particularly when they’re making payments. Therefore, making sure that you’ve shared your office policies across several media will maximize patient exposure. Don’t forget the importance of informing your staff members, too. They need to be thoroughly familiar with your policies, so they can discuss them with patients.
Training for Front Office Employees
When patients contact your practice, they will probably be encountering the front office and administrative team first. That’s why these employees need extensive training in the new policies. They will need to be able to explain the card on file policy and the way in which it works. They also need to be aware of the benefits to patients so they can sell the idea to them positively. Staff members need to have the appropriate skills to handle any patient objections or problems. Having clear scripts and policies in place to deal with such situations will help staff members feel comfortable.
When staff members are familiar with all the benefits of having a card on file, they can reassure patients. The main benefit for patients is having fewer bills to be concerned about. Practices can submit payments automatically with no need for action. Patients will also save time since practices will automatically store their credit card details. They can rest assured that the practice will securely process all payments. They can also benefit from payment plans that spread out their payments to make them more manageable.
Awareness of The Benefits
Many practice staff members are resistant to change. However, you can avoid this problem when they know the benefits to the practice itself. When you implement a card on file healthcare payment processing solution, you improve cash flow and collections automatically. Not only can bad debts decrease but staff members will save time and energy. They won’t need to spend so long making calls to patients to collect payments. They also won’t need to send out paper statements. This minimizes their workload. All this is highly beneficial for a practice’s staff. The ability to put payment plans in place can massively reduce the amount of stress employees encounter. With no more need to try to elicit payments from nonpaying patients, staff can focus on other, more relevant, tasks.
A Patient-Friendly Option
It is paramount to help patients see that keeping card details on file is a patient-friendly, effective solution. For this to succeed, your staff members need to be on board with the whole concept. Making all parties aware of the benefits will help everyone to accept the new policy. Practices will reap the benefits of increased cash flow and reduced workload. Meanwhile, patients enjoy a simpler payment system with less stress and effort involved. In the long run, everyone is a winner.