Healthcare organizations can now make their systems more flexible and efficient. In the highly mobile and connected society we live in, having a framework that can adapt to different entities and functions in real-time is key. For medical practitioners and clinics, that’s where electronic health records (EHR) come into place. We will discuss what an EHR is in detail and how it works for medical facilities across the United States.  

EHR is a systemized digital collection of a patient’s health information shareable across different medical practitioners and institutions within or across states and counties. It includes a network of connected information systems and touchpoints for the sharing to occur, and data shareable includes medical history, lab test results, diagnoses, medication, demographics, and personal information like age and weight. 

From an operational standpoint, EHR’s selling point is it can support billing data in its information network. Unlike older information networks that only cover one clinic or institution, EHR allows practitioners to access the patient’s information no matter where they are. As a practitioner or a clinic owner, if you integrate your payment system with your EHR, you can create a seamless and efficient payment process and set up customized payment patterns. 

Also, EHR and technology can protect your financial data and your bottom line. A study revealed the chances of collecting payment drops by 62% once the patient leaves your clinic. But with an all-encompassing EHR, the chances of a patient skipping a payment is significantly less, and everything will be put on record and shared across the country. Besides, by integrating different payment methods into your EHR, like contactless card readers or EMV readers, you can allow your patients to pay instantly and minimize the chances of disputes.  

What can integrate with an EHR?

Given the versatility of EHR, you can integrate a range of services. At Payline, we have a range of add-ons for your EHR. Let’s walk through them in the order a patient would visit your clinic. 

Before the patient walks into your clinic, they may be anxious about the waiting time or whether there are appointments available. You can build a custom form and integrate it with your EHR, so they could provide the necessary information before arriving. 

When they have finished the consultation and are getting ready to pay, they can first view their details on the EHR about their medical histories, medication, or diagnoses. Once everything is settled, they can pay by credit card or mobile digital wallets. In this case, we can integrate EMV card readers, magstripe readers, and contactless readers, as well as mobile payment platforms with your EHR. 

Our vertical terminal allows all transactions to be done and recorded in real-time, so rest assured that nothing will fall through the cracks. Meanwhile, our invoicing software can complement your EHR with recurring or scheduled billing, billing page, and electronic check payments. 

As this shows, integrating your EHR with your payment system will dramatically reduce rebilling and human error. Since every payment can be specifically linked to a particular treatment or consultation, you can create a better and more transparent experience for your patients. You can also save a lot of time and effort by linking and automating everything onto a reliable system network. 


Does your EHR allow third-party processing?

When it comes to EHR integration capabilities, you will need to check with your EHR allows for third-party processing. But you can also check with your third-party processor or EHR vendor on how you start the integration process. The questions you will want to ask are:

  • Do you allow for third-party integrations?
  • Do you use third-party gateways?
  • Is your software open-ended or closed?

If you are under HIPAA as a covered entity, you need to follow their specific requirements or agreements. Though you can check with HIPAA on the details, a good third-party processor should help you navigate the process and get everything done.


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Do you need a third-party processor?

To fully maximize the integration and handle any problems you may have, it is crucial to pick and work with a reliable third-party processor. No matter if you are running an independent clinic or practice, a community health center, or a hospital, managing your payment system will surely add to your burden. While you can set up a merchant account on your own, the integration process with your EHR or handling the payments and subsequent issues may be more cumbersome than expected. So it is to the best of your interest to outsource the burden. 

There are two common concerns about using a third-party processor. First, for very small or startup entities, the cost of using a third-party processor may look unjustifiable. Second, privacy and security breach are genuine worries that some people have. But the question should be what the processor can offer. A good processor should offer flexible, tiered, and customized services with very high capabilities in data security. At Payline, we have different solutions with no contracts or commitments. Speak with our representatives today and see what we can offer. 

Great! What is the process like?

A good processor should first understand your situation and its complexity, so the service you get will fit your needs. Here are the best practices for integrating your EHR with your payment processing. 

  • Understanding data flow

First and foremost, understand what your EHR supports and what kind of payment processes you already have in place. Also, map out where your data comes from and how to access it. 

  • Consolidate systems

Suppose your clinic or hospital has different payment processors or systems. In that case, it’s best to group them in one, so you can avoid incompatibility or system errors. 

  • Identify user activities

What do your patients do, and how are they like? What are their behaviors like? The more you understand your patients and their needs, the easier it is to find suitable solutions. If they have recurring issues and need regular check-ups, consider supporting recurring payments by card. 

  • Use the right technology

To be prepared for the future and cover your patients’ needs, you need to include the right technology. Usually, that includes digital payment processors, different sorts of card readers and analytics. 

  • Be focused

Pinpoint what the patients need and how they pay, and use that as your priority in the integration process. That way, you can see what benefits them and your bottom line. 

We will install the necessary business apps and prioritize your patients’ convenience for the actual integration process. We also have a range of payment solutions like invoicing, recurring bills and ACH payments to suit your needs. Payline also provides Seamless integration with new or existing EHRs and mobile solutions and direct integration with accounting software and mobile solutions.


Anything else to be aware of?

There are two more things to pay attention to:

Fee structure

There are unavoidable fees, and there are unnecessary ones. When the unnecessary ones add up over time, they can be quite unpleasant. Read our blog about the fees you may be overlooking on your processing statement and why your processor must go through your statement line by line with you. 

At Payline, our costs are $0.10 per transaction and $10 per month, with the first month being free, and there is no additional cost for your EHR integration.


Purchasing your terminal or equipment to accept credit cards will be easier on your business costs in the long run. From standard payments like credit cards and checks to new ways to pay like Apple Pay™, Payline Medical gives you a full range of payment acceptance options.

Speak with our representatives if you have any special needs, so you can make the most out of your EHR and give your patients and yourself the best peace of mind. 


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