Best practices for credit/debit card transactions

February 2019

Frequently Asked Questions

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Q: What is the difference between integrated and non-integrated payment processors?

A: An integrated payment processor is linked to your practice management software. When processing a payment with an integrated processor, the credit cardis swiped or inserted into the card terminal and the payment information runs simultaneously through your practice management software and the payment processor. With a non-integrated processor, the payment type and amount must be entered manually into your practice management software and then the credit card must be swiped into the payment terminal to complete the transaction.

Q: Why is it important to have an integrated payment solution?

A: Having to process payment information manually and in two different processes brings a high potential for human error. Processing payment information all at once, as is done with an integrated payment system, prevents error from manual data entry and saves time with reconciliation at the end of the day.

Q: How can credit card processing improve the client relationship?

A: Most clients do not like waiting in checkout lines, especially when the checkout process is slow. Faster checkout times allow clients to complete their transactions and leave the practice quickly after appointments, and this efficiency improves the client relationship.

“ Faster checkout times allow clients to complete their transactions and leave the practice quickly after appointments, and this efficiency improves the client relationship.”

Q: What is PCI DSS compliance?

A: PCI DSS stands for Payment Card Industry Data Security Standard. PCI DSS is a set of security standards designed to ensure that all companies that accept, process, store, or transmit credit card information maintain a secure environment.

Q: Why is PCI DSS compliance important for my practice?

A: Noncompliance with PCI DSS standards can result in large fines as well as revocation of your business license and the ability to ever accept cards again. It can also result in breaches of card information that can affect your entire client base.

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Q: What would be the ideal setup to improve the client experience?

A. The most efficient setup should include an integrated chip reader payment processing device with electronic signature capture both at the front desk and in at least 1 room, preferably an exam room. This makes sure that you are in compliance with EMV and PCI DSS standards, and by allowing payments to be processed away from the reception area offers clients privacy when they are making emotional decisions about their pets’ care.

Q: Why are merchant statements so difficult to interpret?

A: Some merchant statements are difficult to read because so many things are itemized. This complexity makes the statements difficult to interpret and allows merchants to hide fees. You should always look over your merchant statements thoroughly with your merchant service provider to understand every detail and ensure that you are not being overcharged with hidden fees.

Q: What other tips can you offer?

A: First, always ensure that you are abiding by PCI DSS and EMV standards when accepting payment by credit or debit cards. (which stands for Europay, MasterCard, and Visa, which are the companies who came together to create the global standards for cards equipped with computer chips and the technology used to authenticate the trwansactions) Also ensure that all employees abide by these standards for card acceptance and information storage. Finally, never store credit card information in your practice management software.

If you would like more information about integrated payment processing with Henry Schein Veterinary Solutions call 855-478-7920 or email ccprocessing@henryscheinvet.com

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Always ensure that you are abiding by PCI DSS and EMV standards