Payment and EFTPOS

Payment happens at the end of the visit, not the start. The invoice must be printed first so item codes and fees are correct.

When payment happens

After the scan is complete, once the invoice is generated, before the patient leaves the building. Don't take payment up front — fees can change if the scan is extended, repeated, or changed mid-appointment.

Bulk-bill vs private (quick path)

• Bulk-bill. No payment from the patient. They sign the assignment-of-benefit (on screen or on paper, depending on the EFTPOS device at your site). The claim is submitted to Medicare by us. Patient leaves with a receipt showing {$0.00} owing.
• Private. Full fee taken at the desk. Our system submits the Medicare rebate claim on behalf of the patient for added convenience — the rebate lands in their nominated bank account within a few business days. Always print and hand over both the invoice and the receipt — they contain all the details the patient needs if they ever want to submit a claim through Medicare Online themselves.

Payment methods accepted

• EFTPOS (savings, cheque, credit)
• Visa, Mastercard — tap, chip, or swipe
• Cash
• Bank transfer (invoice sent to patient, paid before report release if pre-auth required)
• HICAPS (claim private health insurance on the day where applicable)
• Apple Pay / Google Pay — where the terminal supports it
• Amex — not currently accepted. If a patient asks, offer an alternate card or method.

Always confirm the amount on the terminal screen with the patient before they tap. Payment plans are available for certain procedures — ask the office manager before offering one.

Receipts

Always offer a receipt — emailed or printed. Ask which they prefer; don't just print. The receipt must show:

• Provider number of the reporting radiologist
• Item code(s) for each service
• Date of service
• Amount paid and amount rebatable (if applicable)

Patients need all of this to claim from Medicare or private health.

Declined card

Stay neutral. No commentary, no raised eyebrows.

"No worries — the terminal's declined that one. Would you like to try a different card, or another method?"

Never say "insufficient funds" — you don't know why it declined, and it's almost never that. If a second method also fails, offer to hold the invoice open for 48 hours so they can pay by bank transfer or return with another card.

Refunds

After-hours / out-of-hours

Most sites don't take payment after reception has closed — the EFTPOS settle has run and the till is reconciled. If a late scan runs past reception close, the process is to issue an invoice and take payment the next business day by phone or online.