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Stripe Payments - Practice & Provider Configuration

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By integrating Stripe with MediRecords, your practice can offer patients a fast, secure, contactless way to pay by credit or debit card, improving cash flow and reducing manual reconciliation for staff.

This guide walks you through enabling Stripe, configuring it for your practice and providers, setting surcharging preferences, and managing your connection so you can start accepting digital payments with confidence.

ℹ️ Note: Only users with the Practice Owner security role can enable or disable Stripe. Configuration of settings can be delegated.
 

Step 1: Enable Stripe in MediRecords

Enable Stripe to connect MediRecords to Stripe Payments.

  1. Navigate to More, then Settings, and then open Partner Products.
       
  2. Toggle Stripe to On to begin setup.
     

Intermission: Practice vs Provider Connections

At this point, decide whether you will connect Stripe at the Practice level, the Provider level, or both.

  • If both a Provider and a Practice Stripe account are connected, the Provider‑level connection takes precedence for that provider.
  • If a provider wants to revert to using the Practice Stripe account but keep their personal Stripe account, they must disconnect their Provider‑level connection to the MediRecords Connected Account first.

 

Step 2: Configure Your Practice for Stripe

Configure Stripe at the practice level to set default behaviour for all providers (unless overridden at the provider level).

  1. Navigate to More, then Settings, and select Configuration.
      

  2. Select the Practice you want to link to Stripe.


     

    ℹ️ Note: If you manage multiple practices, you may connect them to one shared Stripe account or connect separate Stripe accounts per practice.

  3. Open the Digital Payments tab and choose whether to pass Stripe Processing Fees to the payer (surcharging):


     

    📌 Important: Transactions processed via MediRecords' Stripe integration incur a 1.7% + $0.30 fee per transaction. You must inform us if you have negotiated a different rate with Stripe.
    • On: The payer covers Stripe processing fees.
    • Off: The practice absorbs the fees; the payout you receive will be reduced by Stripe fees.
        
  4. Click Connect to Stripe to start registration.

     
  5. You will be redirected to Stripe’s Get Started page to complete setup.
    • If you have an existing Stripe account, continue to Step 4A.
    • If you need to create a new Stripe account, continue to Step 4B.

 

Step 3: Configure Your Providers for Stripe

Connect Stripe at the provider level if individual providers will receive payments to their own accounts or use different fee settings.

  1. Navigate to More, then Settings, and select Subscription Details.

      
  2. Select Users.

      
  3. Tick the checkbox beside the relevant user and click Configure.

      
  4. Open the Digital Payments tab and click Connect to Stripe to begin registration or sign in to an existing Stripe account.

      
  5. You will be redirected to Get started with Stripe.
    • If you have an existing Stripe account, continue to Step 4A.
    • If you need to create a new Stripe account, continue to Step 4B.

 

Step 4A: Log in to an Existing Stripe Account

If you already have a Stripe account:

  1. Enter your registered email on the Stripe login screen.
  2. Enter your password and the verification code sent to your device.
  3. Choose whether to:
    • Connect an existing business account, or
    • Create a new business account (useful if you want to keep MediRecords payments separate).
📌 Important: If the original Stripe account is already connected to another third‑party service (such as Xero), the account may not be able to link to more than one integration at the same time. If you encounter a conflict, connect a different Stripe account or disconnect the other integration first.

 

Step 4B: Create a New Stripe Account

If you do not yet have a Stripe account:

  1. Enter your email address and click Submit.
  2. Create a password and follow Stripe’s setup prompts to continue.
ℹ️ Note: These credentials will also be used to log in to the Stripe Dashboard.

 

Step 5: Register Your Stripe Account

Complete Stripe’s business verification to activate payouts.

  1. You will be redirected to Stripe’s registration page.
  2. Enter your business details (e.g., ABN/ACN and bank information) exactly as filed with the ATO.
  3. Confirm you are an authorised representative (e.g., owner or director).
  4. Provide personal identification documents if requested.
  5. Review the details and click Agree & Submit.

What happens next:

  • Your Stripe account will be linked to MediRecords, but Stripe may still need to verify your details.
  • Check your Stripe Dashboard for any outstanding actions.
  • Stripe typically completes verification within 2–3 business days.
  • Once Stripe confirms activation, you can begin processing payments in MediRecords.
  • Navigate to the person icon, choose Preferences

      
  • Go to Digital Payments, then Open Stripe Dashboard. The button will turn green to indicate a successful connection.

Proceed to Step 6 to set surcharging preferences.

 

Step 6: Configure Surcharging (Pass Stripe Fees to Payer)

Choose whether your practice absorbs Stripe fees or passes them on to the payer.

Option 1: Pass fees to the payer (Surcharging Enabled)

  • Set Pass Stripe Processing Fees to Payer to Yes.
  • The payer (patient) will see a higher total that includes Stripe + MediRecords fees as a surcharge.

Option 2: Absorb the fees (Surcharging Disabled)

  • Set Pass Stripe Processing Fees to Payer to No.
  • The payer is charged the base amount only. Stripe fees are deducted from the payout to the provider/practice.
📌 Important: If your practice negotiates a different processing rate with Stripe, notify MediRecords so your surcharge calculations remain accurate. Failure to update this may result in illegal surcharging under the Australian Consumer Law (ACCC). See Card surcharges – ACCC for guidance.


 

Disable Stripe Payments

If you no longer wish to use Stripe, you can disable it in MediRecords. Once disabled, card payments will not be processed via Stripe for your practice, and Stripe will no longer appear as a Payment Type.

ℹ️ Permission Note: Only Practice Owners can disable Stripe.
  1. Navigate to More, then Settings, and then open Partner Products.
      
  2. If the Stripe toggle is on, switch it off.

What this does and does not do:

  • Disabling Stripe in MediRecords stops further Stripe payments from being processed via MediRecords.
  • All deposits, payments, and refunds previously processed via Stripe remain in MediRecords and your financial reports.
  • Disabling in MediRecords does not close your Stripe account. You can still access the Stripe Dashboard and use Stripe outside of MediRecords.
  • To close your Stripe account, you must do so directly in Stripe, see Close a Stripe Account.

Troubleshooting

As a contracted or facility fee Provider, my payments are going to the practice's Stripe account instead of my own

Cause: By default, a Provider working under a larger business may be linked to the practice's central Stripe account.

Resolution: A user can be connected to a Stripe account that is separate from the practice's account. This is configured within User Configuration (see Step 3: Configure Your Providers for Stripe above).

Escalate when: the provider still cannot connect a separate Stripe account after following the steps above.

 

I'm an employee Provider and my payments haven't appeared in my bank account

Cause: If you are employed by a business or organisation, payments may be made to a central Stripe account set up for the whole company, rather than being paid directly to you.

Resolution: Check with your practice manager or finance team about how often your allocated funds are transferred from the central Stripe account to your personal bank account, as this transfer may need to be done manually.

Escalate when: your practice confirms the transfer process is working correctly but funds still haven't reached you.

 

I accidentally connected MediRecords to a new Stripe account instead of my existing one

Cause: During setup, it's easy to select the option to create a new Stripe account instead of logging in to an existing one.

Resolution: There are three options:

  1. Keep the new account: if you're happy to use the new account, contact MediRecords Support or your Customer Success Manager with your account ID, and we can disconnect the new account from our platform so you can continue using it for payments.
  2. Close the new account and reconnect your original account: if you don't want the new account, close it directly in Stripe (see Stripe's Close a Stripe Account guide). Closing the account in Stripe will also disconnect it from MediRecords.
  3. Reconnect your original account: once the new account is disconnected or closed, sign in with your original Stripe account credentials when reconnecting to MediRecords. This links MediRecords back to your existing Stripe account.

Note: Stripe cannot merge duplicate accounts, so you will need to choose one of the options above.

Escalate when: none of the three options above resolve the situation.

 

My Stripe registration was declined

Cause: Stripe places restrictions on certain types of businesses and services. If your practice's business also involves dispensing products under a pharmacy model, this may fall under Stripe's list of restricted activities.

Resolution: Practices limited to medical consultations and prescribing should be able to register without issues. For clarification on your specific business activities, we recommend contacting Stripe directly.

Escalate when: registration is still declined after confirming your business activities with Stripe.

 

I haven't received my first payout from Stripe yet

Cause: MediRecords does not store, access, or have the ability to transfer your funds at any time. All payouts are handled directly by Stripe. If you've only recently registered, your first payout can take between 7 and 14 days after your first successful payment.

Resolution: Once your Stripe account is fully set up and verified, payouts (minus transaction fees) usually occur daily by default, though you can adjust the payout frequency in your Stripe dashboard. Note that the payout date refers to when Stripe sends the funds; it may take a little longer to appear in your bank account depending on your bank's processing times.

If this doesn't resolve it: contact MediRecords Support.

 

The practice is absorbing extra fees on international card payments, even with surcharging enabled

Cause: MediRecords' surcharging feature does not detect international cards, so the additional fee for these transactions is not automatically added to the surcharge.

Resolution: Be aware of this limitation when accepting international cards. Your practice is responsible for covering any additional fees associated with these transactions.

Escalate when: surcharging appears not to be applying correctly even to domestic card payments.

 

I no longer want to use Stripe. What happens if I close my Stripe account?

Cause: Closing your Stripe account is a different action to disabling Stripe within MediRecords (see Disable Stripe Payments above), and must be done directly in Stripe.

Resolution: You can close your Stripe account from your Stripe dashboard, under Settings > Business > Account Details. Once closed, you will no longer be able to process payments through Stripe in MediRecords, access previous data in the Stripe dashboard, or receive any unscheduled payouts. Any unresolved disputes or negative balances remain your responsibility, even after the account is closed. Stripe payment records will still be available in MediRecords' historical data and financial reporting.

Escalate when: you need help locating historical Stripe payment records in MediRecords after the account is closed.

Further Reading

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Still need help?

If this article did not fully answer your question, our Support team is here to help. We can assist with troubleshooting, guidance, or clarifying how MediRecords works.

Contact MediRecords Support
Phone: 1300 103 903
Email: support@medirecords.com
Live chat: Available directly within the MediRecords app or via the Knowledge Base

🎓

Want to build confidence using MediRecords?

We offer tailored software training for individuals and teams, whether you need help with specific workflows or a broader overview of the platform.

To enquire about training, contact your Customer Success Manager or email success@medirecords.com.

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