Clinicminds partnered with Stripe for secure payments.

Connect your Stripe account to start using payments in Clinicminds. If you don’t have a Stripe account yet, you’re able to sign up during the process.

You will enter into a direct agreement with Stripe. Payments are processed by Stripe, not by Clinicminds. Clinicminds, therefore, accepts no responsibility or liability for the use of the services provided by Stripe, which include the payments handled by Stripe. Clinicminds synchronizes data with Stripe; in case of discrepancies, the data in your Stripe Dashboard prevails.

Stripe charges fees for payments, based on the payment method. Clinicminds charges 1 % fee per transaction over the first € 800, - so you will never pay more than € 8, - per transaction. (For other currencies, there is a limit similar to €800, based on recent exchange rates.)

Connect to or create a stripe account

Go to App settings > Integrations > Stripe

Read the terms carefully and click on connect.

You will be directed to the Stripe setup account window. Please follow the instructions and fill in all necessary information.

More info can be found on Stripe help center!

Once completed, you can return to your Clinicminds account to select the payment methods you would like to accept (https://stripe.com/payments/payment-methods-guide). Also, set up the services you would like to charge for during an online booking (menu > clinic settings > calendar > services).

Notifications (alerts)

The clinic will receive an email in case of a failed deposit payments. When patients use a delayed payment method, like SEPA or BACS Direct Debit, payments can take several days to process. When such a payment fails, you will now receive a clear email that explains the situation and follow-up steps. (For immediate payment methods, like credit/debit card and iDEAL, the patient will be instructed to retry the payment directly, and you don’t need to do anything.)

Continue with your services

Now you can start to configure the services you would like to charge for during online bookings. Insert the amount you would like to charge and list the terms.

These terms are visible during the booking process and will be printed in the appointment confirmation email. Please make sure the terms are legible on both moments.

Example of terms (copy):

We request a deposit to schedule this appointment.

The deposit, minus some administration costs, will be refunded if no treatment is performed or if the appointment is canceled in time (at least 24 hours in advance).

Refund settings

Refund settings are set on a clinic level. Apart from these settings, you are also able to initiate refunds manually. This is discussed in a separate support article.

Go to clinic settings > finance > deposit and refund settings

You can set the way refund amounts are handled in general and control refunds for online cancellations.

Choosing "offer optional refund" means the patient can choose for a refund while canceling the appointment online or leave the deposit in his/her wallet.

Choosing " automatically apply refund" means a refund will always be applied when a patient cancels the appointment on time.

Online payments user roles

In the user role section, you can set different user rights for online payments. The following options are available.

  • View deposits and refunds:
    Granting a user role this right will allow a user (granted this user role) to view the deposits and refunds monitoring windows.

  • Request refunds:
    Selecting this right will allow a user (granted this user role) to request a refund for a patient manually.

  • Approve refunds:
    Selecting this right will allow a user (granted this user role) to approve manually requested refunds.

  • View patient's wallet and transactions:
    Granting a user role this right will allow a user (granted this user role) to review the patient's wallet and earlier wallet transactions.

Branding settings for the Stripe payment window

You're able to tweak the branding on the Stripe payment window according to your own brand's needs.

To do this, log in to your stripe account (which you created when you started with this article): https://dashboard.stripe.com/settings/branding.

You can add an icon or logo in the following window and change the brand color or accent colors. The customer portal is also customizable.

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