Patient Payment Processing for Behavioral Health Practices
Collect copays, session fees, prepayments and outstanding balances with integrated credit card processing in ICANotes. Accept payments from calendar appointments, manage them in the account ledger, and let clients pay online through the portal, email payment links, or patient statements.
Integrated credit card processing in your behavioral health EHR
ICANotes connects credit card collection with the workflows your behavioral health practice already uses. For psychiatry, medication management, therapy, counseling and other behavioral health services, these connected workflows give your team more opportunities to collect payment during the client journey.
Staff collect where the work happens
Take payment from a calendar appointment or from the account ledger, without moving to a separate system.
Clients pay the way that suits them
Through the client portal, or through an emailed payment request link that does not require a portal account.
Payments land on the right charge
Apply a payment to a specific date of service, or record it as unapplied and allocate it once the charges are ready.
Ways to collect payments in ICANotes
| Payment workflow | What your practice can do |
|---|---|
| Calendar appointment | Collect copays, session fees, prepayments and past-due balances from the appointment. |
| Account ledger | Process client credit card payments and apply them to a specific date of service. Process insurance credit card payments in the ledger. |
| Unapplied payments | Accept a payment now and allocate it to charges later. |
| Client portal | Let clients pay online and save a card on file. |
| Email payment request | Send a secure payment link to a client without requiring a portal account. |
| Patient statements | Provide a payment link or QR code on statements delivered by text, email or paper. |
| Cards on file | Use saved cards to simplify future payment collection. |
Collect copays and session fees from calendar appointments
Collect a copay, session fee, prepayment or past-due balance directly from a calendar appointment. Your team can take payment during the visit workflow instead of leaving the balance for a later collection task.
Use appointment-based collection for both therapy sessions and medication management visits, according to your practice's payment policies.
Collect payment
Manage client and insurance credit card payments in the ledger
Process a client credit card payment in the ICANotes account ledger and apply it to the appropriate date of service in one step. This keeps the payment connected to the charge your team is collecting.
Staff can also process insurance payments made by credit card directly in the ledger. This workflow brings insurance credit card collection into the same system used to manage account balances.
| Date of service | Charges | Paid |
|---|---|---|
| 08/18/2026 | $100.00 | $40.00 |
| 08/04/2026 | $150.00 | $150.00 |
| 07/21/2026 | $100.00 | $100.00 |
| Date | Transaction type | Amount |
|---|---|---|
| 08/18/2026 | Client Payment | $25.00 |
Offer online bill pay through the client portal
Give clients a way to pay online through the ICANotes client portal without calling the office. Clients can also save a card on file through the portal to simplify future payments.
Cards on file reduce the need to enter the same payment details repeatedly. Your team can use saved cards to simplify repeat collection.
Connect patient statements with payment links and QR codes
ICANotes patient statements include a payment link or QR code whether delivered by text, email or paper. Clients can move from reviewing a statement to making a payment through the link or code provided.
Connecting statements with online payment gives clients a clear next step and helps your team turn billing communication into a collection opportunity.
Account 0003
| Date | Service | Balance |
|---|---|---|
| 08/18/2026 | Psychiatric Diagnostic Evaluation | $40.00 |
| 08/04/2026 | Psychotherapy, 30 minutes | $0.00 |
Pay onlineScan the code with your phone camera, or visit the link below.icanotes.com/pay/0003
Two more ways to collect
Accept a payment now, allocate it later
An unapplied payment is money recorded on an account before it is assigned to specific charges. Collect when the client is ready, then allocate once the charges are. This supports prepayments and any situation where billing has not been finalized.
Send a payment link, no portal account needed
Send a secure payment request link by email so clients can pay remotely, even if they have never created a portal account. One more way to collect an outstanding balance without portal setup standing in the way.
Frequently Asked Questions About Patient Payments
Does ICANotes offer integrated credit card processing?
Yes. ICANotes supports credit card collection from calendar appointments and the account ledger, online payments through the client portal, email payment request links, cards on file, and payment links or QR codes on patient statements.
Do clients need a portal account to pay online?
No. Clients can pay through a secure payment request link sent by email without creating a portal account. Clients who use the client portal can also pay there.
Can clients save a card on file?
Yes. Clients can save a card on file through the ICANotes client portal. Saved cards simplify future payment collection by reducing repeated entry of payment information.
Can staff apply a payment to a specific date of service?
Yes. Staff can process a client credit card payment in the account ledger and apply it to a specific date of service in one step. When a payment needs to be assigned later, staff can record it as an unapplied payment.
What is an unapplied payment?
An unapplied payment is money recorded on an account that has not yet been assigned to specific charges. ICANotes lets staff accept the payment first and allocate it later, supporting collection before billing is finalized.
Can ICANotes process insurance credit card payments?
Yes. Staff can process insurance payments made by credit card directly in the account ledger. This is a credit card collection workflow for insurance payments.
Can patient statements include an online payment option?
Yes. Patient statements delivered by text, email or paper include a payment link or QR code, giving clients a way to pay from the statement.
See how patient payments fit your practice
Explore how ICANotes connects appointment-based collection, online bill pay, cards on file and account ledger workflows for your behavioral health practice.