Treatment Plan & Payment Processing FAQ

This guide answers common questions about how to present treatment plans and process payments using your current tools, including Stripe, manual entry, and Cherry financing.

Can I manually enter a treatment plan and process payments without the card reader?

Yes. If you’re not using the card reader, you can manually enter treatment plan details and set up payment plans. You can specify the number of payments, schedule them across specific dates, and the system will automatically follow the timeline you input.

How do I track payments that were processed through the card reader?

All transactions made through the card reader will appear in Stripe. You can log in to your Stripe dashboard to see how many payments were taken for a given day.

How do I track payments that were not processed through the card reader?

You can manually allocate payments associated with treatments to Treatment Plans in TeamCare. Follow the steps below:

• Locate the patient and click "treatment plans"

• Within the treatment plan, click "collection"

• Click "manage" to the right and a list of ledgers will appear

• Click the ledger you want to apply to the treatment plan

Do I need to pair the card reader every time?

If you’re using the M5 readers (small white readers), once paired, you’re good to go. No need to re-pair each time.

Can I run a payment manually if I’m not using the treatment plan flow?

Yes. You can navigate to the patient’s profile and choose from three options:

• Use an existing treatment plan

• Assign a new payment

• Make a manual payment for a one-off transaction

This includes transactions for retail product purchases or anything outside of the traditional treatment plan flow.

Do I need to use an iPad to run payments?

Yes. At this time, all transactions must go through the iPad.

Where can I find the receipt after collecting payment?

1. Navigate to the Patient page

2. Go to the Ledger Transactions section

3. The payment receipt will be listed there with the transaction details

In addition to being stored in the patient's ledger, the receipt is automatically emailed to the patient after the payment is processed. This ensures both you and your patient have a record of the transaction.

Why are the Treatment Plan Amounts Different in my PMS?

If you notice differences between treatment plan amounts in TeamCare versus your practice management software (like EagleSoft), this is typically due to different tracking mechanisms for presented and accepted treatment.

Why Amounts May Differ

• TeamCare tracks treatment plans based on information directly input into the system by your team

• Practice management software may use different methods to calculate and track presented/accepted treatment

• Timing of updates and how procedures are categorized can affect the totals shown in each system

How to Resolve Discrepancies

If you notice significant differences between systems:

1. Export the treatment plan report from your practice management software

2. Compare it with the Front Desk Leaderboard in TeamCare

3. Contact TeamCare Support with both reports for detailed analysis