Stripe Payments: Quick Guide

Stripe is a fast, secure, and reliable way to take patient payments directly through MediRecords, letting your practice accept card payments for deposits, invoices, or refunds without managing third-party systems or handling sensitive card details. All payment data is encrypted and stored securely by Stripe, ensuring full PCI compliance, and patients can pay on the spot, reuse saved card details for future transactions, and receive refunds directly back to the original card.

Before you can use Stripe Payments, you must configure the required settings as outlined in the Stripe Payments Configuration guide.

Contents:

1. Adding Card Details

2. Updating Card Details

3. Deleting Card Details

4. Taking a Deposit Using Stripe

5. Applying a Stripe Payment to an Invoice

6. Combining a Deposit and Stripe in the same Payment

7. Processing a Refund Using Stripe

8. Audit Trail for Card Actions
9. Troubleshooting

Adding Card Details

1. To add card details, open the patient’s record and go to Settings > Card Details.
   
     

2. A pop-up window will appear where you can securely enter the patient’s card information. Once you have entered the details, click Save to store the information securely.

   

   ℹ️ Note: MediRecords does not store any card details. All payment information is securely managed by Stripe, and MediRecords is fully PCI SAQ A compliant.

Updating Card Details

1. To update a patient’s card details, go to the patient’s record and select Settings > Update Card Details. 
   
   
    

2. An input window will appear where you can enter the updated information. After entering the new details, click Save to confirm the changes. The last four digits of the new card number and the expiry date will then be displayed.

Deleting Card Details

• To delete saved card details, open the patient’s record and click Delete to remove the stored card.
  
   

• Once deleted, the screen will return to its original state and display the Add Card Details button.

Taking a Deposit Using Stripe

1. To process a deposit, go to the Patient tab and select the relevant patient. From the patient’s record, open Accounts > Deposits and click New Deposit to create a payment entry.
   
    
2. Fill in the required fields and select Pay Now to complete the deposit using Stripe.
   

Applying a Stripe Payment to an Invoice

1. To apply a Stripe payment to an invoice, go to the Patient tab and select the patient. From the patient’s record, open Accounts > Invoices and click New Invoice to create an invoice.

   ✅ Tip: Stripe can also be used from the Appointments screen, Waiting Room, Sales screen, or directly from the patient’s record. 

2. Choose Quick Pay, then select Stripe as the payment method. Click Pay Now to open the Stripe payment window and enter the patient’s payment details.
   
    

3. Confirm the payment by clicking Pay Now to process it securely.
   

   📌 Important: If a claim is required, continue with the standard claiming process. If the Stripe window is closed before payment is completed, the invoice will still be saved but will display as Unpaid in the patient’s record.

    

Combining a Deposit and Stripe in the same Payment

Deposits and Stripe can be combined in the one payment via More Pay. 

Note: These instructions assume that you have already taken a Deposit as per the instructions in Deposit Management.

1. Open the invoice you'd like to add a Stripe and Deposit payment to

2. Select More Pay
   
    

3. Fill in the required fields - Patient Online Claiming and Pay Full Amount or GAP Amount

4. Open Use Deposit for Payment

5. Select the Deposit

6. Enter payment amount

7. Select Add to Payment
   
    

8. This will auto-populate the details in the section below - Payment Type

9. Now click on the "+" sign to add a second payment - for Stripe 

10. Select Stripe

11. Now select the invoice

12. Select Automatically allocate payment

13. This will auto populate the payment amount

14. Once the amount populates, select Pay and Claim
    
    
     

15. You will receive a pop up to confirm Payment with Stripe

16. Select Proceed to Payment
    
    
     

17. You will receive a toast message that your Payment has been successfully saved.
    
    
     

18. Now select Claim
    
     

19. The invoice with payment will then be generated.
    
    
     

Processing a Refund Using Stripe

1. To initiate a refund, go to the patient’s record and select Accounts > Payments. Tick the payment you want to refund, then click More > Refund to open the refund modal.
   
   Alternatively, you can start a refund from the Adjustments section by selecting New Adjustment > Refund.
    
2. In the refund modal, complete the required fields, select the payment(s), enter the refund amounts, and click Refund or Save to finalise. The refund amount cannot exceed what has already been paid.
    
3. Stripe payments must be refunded individually. You cannot process a refund that combines multiple Stripe payments or a mix of Stripe and non-Stripe payments. If only one Stripe payment is selected, click Refund and confirm the action. The funds will be automatically reversed from your Stripe account and returned to the patient’s original card.
   

Audit Trail for Card Actions

To track card activity (adding, updating, or deleting), go to More > Audit > System Audit.

Result:

Troubleshooting

My password manager keeps prompting me to save a patient's card details

Cause: Most browsers and password managers automatically detect card entry fields and prompt to save the details for the site, including the MediRecords card payment screens.

Resolution: You can control this on a per-website basis in most password managers:

• LastPass: When prompted, click Never for this site. If this option isn't offered, open your LastPass vault, find the site's settings, and disable card saving for that site.
• Dashlane: Open Autofill Settings, find the website in your saved list (or add it manually), and turn off card autofill for that site.
• 1Password: Locate the entry for the website and remove any stored card details, or use the browser extension to ignore prompts to save card details on that site.
• Bitwarden: When prompted, choose Never for this site, or open your Bitwarden vault and update the settings for that website to prevent card autofill.
• Built-in browser managers (Chrome, Safari, Edge, etc.): Go to your browser's autofill settings and add the website to an exclusion list, or decline to save payment details when prompted.

Escalate when: A patient's card details have already been saved by a password manager or browser not covered above, or removing the saved details through the steps above doesn't stop the prompt from reappearing.

A patient does not recognise the charge on their bank or card statement

Cause: The description shown on a payer's bank or card statement comes from the description entered when the Stripe account was set up. An unclear description is a common trigger for payers disputing a legitimate charge.

Resolution: Update the statement description at any time from the Stripe dashboard, under Business Settings. A clear, recognisable descriptor reduces the likelihood of disputes.

Escalate when: The statement description has already been updated and a patient still doesn't recognise a Stripe charge on their statement.

A patient has disputed a Stripe payment

Cause: Disputes are handled through Stripe, not MediRecords. When a payer disputes a charge, you'll be notified by email and within the Stripe dashboard, under the Payments section. Stripe may temporarily debit and hold the disputed amount from your Stripe balance while the dispute is in progress.

Resolution: There are three options:

1. Contact the payer: if you have their contact details, reach out to understand the reason for the dispute. Disputes often happen simply because the payer doesn't recognise the charge. Even if the payer agrees to withdraw the dispute with their bank, it's still recommended to submit supporting evidence through Stripe.
2. Respond to the dispute: follow the link in the dispute notification email from Stripe, or log in to the Stripe dashboard. Stripe will indicate what evidence is needed and send it to the payer's bank on your behalf. Stripe may charge a fee if you choose to contest the dispute.
3. Accept the dispute: if you decide not to challenge it, you agree to the refund and Stripe will return the funds to the payer.

Escalate when: You need help understanding a specific Stripe dispute reason code, or confirming what payment data MediRecords sends to Stripe for a dispute you're responding to.

Further Reading

• Stripe Payments - Practice & Provider Configuration
• Invoice Management: Quick Guide