Payment Processing Guide

Supported Payment Methods

Patients can pay using any of the following payment methods:

• Square (Credit Card)

• Cash

• Cherry

• Deposit (Wallet)

• Xperience

• Square Terminal

• Other

Processing Payments

Using Square Terminal

How to Set Up a Square Terminal

To accept payments through a Square Terminal, complete the following steps.

Step 1: Prepare the Square Terminal

On the Square Terminal:

1. Turn on the device.

2. Tap Sign In.

3. Select Use a Device Code.

Step 2: Pair the Terminal in PMC

In PMC:

1. Navigate to Clinics.

2. Select the desired clinic.

3. Click the Square Terminal icon.

4. Open the Square Terminal page.

5. Click Add Terminal.

6. Enter the required information:

   • Branch

   • Terminal Name

7. Click Submit.

A pairing code will appear in the terminal list.

Note: If you only have one physical Square Terminal but use it across multiple branches, create one terminal entry for each branch. The same physical device can be paired with different branches as needed using the pairing process. You do not need to create multiple terminal records for the same device.

Step 3: Complete Pairing

On the Square Terminal:

1. Enter the pairing code generated in PMC.

2. Tap Sign In.

The terminal is now ready to accept payments.

Processing a Payment with Square Terminal

1. Open the PCC Checkout tab.

2. Click Payment by Patient.

3. Select Square Terminal.

4. Enter the payment amount.

5. Click Connect to Terminal.

6. On the Square Terminal, have the patient tap, insert, or swipe their credit card.

Once approved, the payment will be completed.

Important Notes

• After processing a payment, Square automatically adds a note to the transaction. Do not edit or remove this note.

• In Booking Details → Staff Checkout, click Sync to Square to synchronize the payment with Square reporting.

• Verify all payment information before syncing. Synchronization can only be performed once.

MedspaCircle Partner App

The MedspaCircle Partner App allows staff to process patient payments directly from a mobile device.

After installing the app, sign in using the same credentials you use for PMC.

Processing a Payment

1. Enter the Booking ID.

2. Tap Search Bookings.

3. Select the booking.

4. Scroll to Select Payment Method.

5. Choose the patient's payment method.

6. Enter the payment amount.

7. Tap Continue.

Square Reader Payments

After selecting Square as the payment method:

1. Tap Initialize Square.

If initialization is successful, you will see:

"Square has been initialized using the credentials of Clinic Name."

Verify that the displayed clinic is correct before continuing. Payments will be processed under the displayed Square location.

If the wrong clinic is shown, refer to the Troubleshooting section.

Pairing the Reader

1. Tap Settings.

2. Tap Pair a Reader.

3. Turn on the Square Contactless Reader.

4. Hold the power button until the LED flashes orange.

5. Wait for the reader to appear under Devices.

6. If firmware is updating, wait until the update completes.

7. Return to the payment screen.

8. Tap Continue to Payment.

9. Have the patient tap their card on the reader.

After a successful transaction, the payment will appear on the Booking Payment Setup screen.

Processing Payments Directly in PMC

If the Partner App is unavailable, PMC can generate a payment link or QR code that patients can use on their own device.

Steps

1. Click Payment by Patient.

2. Select a payment method.

Manual Payment Methods

The following payment methods are entered manually:

• Cash

• Cherry

• Other

• Venmo

• Xperience

Online Payment Methods

If you select:

• Square

• Stripe

• PayPal

PMC generates a QR code and payment link.

The patient can:

• Scan the QR code, or

• Use the payment link sent by text or email.

Once payment is completed, PMC automatically updates the payment status.

Verifying Payment

Always verify the Payment Discrepancy before completing the booking.

• $0 discrepancy indicates the patient has paid the full amount.

• A red discrepancy indicates an outstanding balance.

If the patient has not paid the full amount:

1. Check Didn't Pay.

2. Save the booking.

Review all payment information before completing the booking and synchronizing the transaction.

Troubleshooting

Square Reader Will Not Connect

If the Square Reader cannot connect:

1. Open the device's Bluetooth settings.

2. Locate the Square Reader.

3. Select Forget Device.

4. Restart the iPhone or iPad.

5. Hold the Square Reader power button for 10 seconds until it flashes orange.

6. Open the MedspaCircle Partner App.

7. Pair the reader again.

Incorrect Clinic Appears During Payment

Square SDK initializes only once each time the Partner App is opened.

If the incorrect clinic appears:

1. On the Square payment screen, tap Deauthorize Device.

2. Close the Partner App.

3. Reopen the app.

4. Search for the booking again.

5. Start the payment process.

Processing Payments for Multiple Clinics

If you attempt to process a payment for a different clinic, you may see the following message:

"Square has been initialized using the credentials of Clinic Name. If you want to process the payment for another clinic, please restart the app."

If you continue, the payment will be processed using the currently initialized Square location.

To switch clinics:

1. Forget the Square Reader in Bluetooth settings.

2. Hold the Square Reader power button for 10 seconds until it flashes orange.

3. Close the Partner App.

4. Reopen the app.

5. Pair the Square Reader again.

This is a limitation of the Square Reader. A reader can only remain paired with one Square location at a time. Whenever the location changes, the reader must be reset and paired again.

Synchronizing Transactions with Square

The Sync to Square button copies PMC transactions into Square's reporting system.

Important

If the payment was already processed directly through the Square app and recorded in PMC as Other Payment, do not click Sync to Square.

Doing so will create a duplicate transaction in Square reports.