Practice by Numbers (PbN) offers a flexible and comprehensive suite of tools to help dental practices collect payments in a way that fits both their workflows and patients’ preferences. Whether you're charging a patient in person, requesting payment remotely, or allowing them to pay through the online portal, PbN ensures a seamless, compliant, and trackable payment experience.
Why Use PbN to Charge Patients?
Using PbN’s payment features brings several key advantages:
Centralized & Integrated: No need to manage third-party tools—PbN Payments integrates with your existing practice management software (Dentrix, Eaglesoft, Open Dental) and syncs payments, balances, and adjustments.
Multiple Collection Methods: Practices can charge patients directly, request payments via email or text, or let them pay independently through a secure online portal.
POS Terminal Support: Accept payments in-office with card-present transactions using our terminal devices connected to PbN Payments and ZeroPay.
Surcharge Management: Practices can pass along credit card fees compliantly using customizable surcharge settings if connected to ZeroPay.
Faster Payments: Digital requests and mobile-friendly links help reduce collection time and improve follow-through.
Payment Tracking: Follow-up statuses, patient responses, and receipt histories are easily tracked in one place.
Accessing the Payment Tools in PbN
Via the Payments Button
Where to Find It: Bottom left-hand corner of any PbN page.
What It Does: Opens the Charge/Request Payment page.
Next Step: Search and select a patient to initiate a charge or request.
From the Patient Window
Navigation: Open the patient’s profile.
Actions Menu: Select Charge or click the three dots (⋮) next to the patient avatar, and select either Charge or Request Payment to proceed.
What It Does: Opens the Charge/Request Payment page.
From the Payments Page
Navigation: Go to the main Payments page, from the left-hand menu, select Payment Methods.
Quick Action: Click the credit card icon under the Actions column to charge that patient directly.
Charging vs. Requesting Payment vs. Terminal Use
Method | Best For | How It Works |
Charge Now | In-person or phone payments | The practice charges the card immediately using stored card info or a terminal. |
Request Payment | Remote payment requests | A payment link is sent via email or text; the patient pays at their convenience using the Payment Portal Link. |
POS Terminal (e.g. P400 Plus) | Card-present transactions | Accepts tap, chip, or swipe directly in office for faster in-person payments. |
In-Office Payments Using the POS System
Practices can collect payments instantly using the PbN-supported Point of Sale (POS) terminals, such as the P400 Plus, in conjunction with PbN Payments and ZeroPay. These terminals allow patients to:
Tap, insert, or swipe their cards securely
Pay in person during check-in, check-out, or at any front desk station
Benefits of In-Office POS Payments:
Faster Checkouts: Minimize administrative delays and collect payments before the patient leaves.
Secure & Compliant: All card data is encrypted and processed via compliant terminals.
Fully Integrated: Payments instantly sync with PbN and the practice’s management system—no manual entry required.
Optional Surcharging: Practices can apply a surcharge automatically when appropriate. (If connected to ZeroPay)
To charge a patient using the terminal:
Go to the Charge Now tab.
Select the patient and enter the amount.
Choose Point of Sale as the payment method.
The terminal will prompt the patient to complete the transaction.
Tabs & Features on the Charge/Request Page
Charge Now Tab
Patient Lookup: Search and select a patient, or charge a practice Contact, also known as a Non-Patient.
Balance Options: Choose between the pending balance or enter a custom amount.
Payment Methods:
Use a stored card
Initiate a terminal (POS) transaction
Surcharge Toggle: Option to apply a surcharge if using ZeroPay
Breakdown Display: Review itemized charges and fees.
Initiate Payment: Process and complete the transaction in real time.
Request Payment Tab
The Request Payment tab is designed for remote, asynchronous collections—ideal when patients aren’t in-office or prefer to pay at their convenience. It allows you to send personalized payment requests via text or email, with optional attachments and follow-up tracking.
Core Features:
Patient Lookup: Search and select the patient from your database.
Amount Entry: Choose to request the full pending balance, enter a custom amount, or send a request to initiate a Payment Plan (if applicable)
Custom Note: Add a personalized message explaining the charge or providing context (e.g., insurance update, payment deadline).
Attach Statement: Upload related documents like treatment plans or itemized statements to provide clarity.
Delivery Options: Choose to notify the patient via:
Email
Text Message
Follow-Up Integration: Add the request to your follow-up list to track completion and improve accountability.
Request Custom Amount Payment Plan
For higher balances, you can give patients more flexibility by setting up a custom payment plan directly within the Request Payment tab.
This feature is only available to practices using PbN Payments/ZeroPay.
Key Benefits of Offering Payment Plans:
Improves case acceptance by reducing the financial burden
Streamlines collections—automatic charges can be configured to recur on specific dates
Fully digital—patients can review and accept the plan from their phone or email
Practice-controlled terms—you define the number of installments, frequency, start date, and surcharge rules
How to Create a Payment Plan in a Request:
Open the Request Payment tab.
Search and select the patient.
Enter the total balance or custom amount to split.
Click the Payment Plan options you wish to show to the patient. The options will only be available if they meet the criteria for the payment amount. Note: We will only show the patient the three best options if more are selected.
Before sending, you can also adjust the discount, fee, or down payment if those conditions can be modified according to the payment plan conditions.
Add a note if desired, attach documents, and choose the delivery method.
Click Request Payment—the patient receives a link to approve the plan and enter card details. If you don't wish to send a request to a patient, then choose Don't Notify Patient. You can then accept the plan on their behalf.
Once the plan is approved:
The card will be charged automatically per the schedule.
Progress is visible in the Payments > Payment Plans section and the patient profile.
Managing Payment Methods
From the Charge/Request page, click “Manage Cards” to:
Search for a patient to then
Add a new card on file
Edit or delete existing cards
Set a default card for recurring or future charges
Example Scenarios
Charging a Patient In-Office
Click the Payments button (bottom left).
Search for and select the patient.
Choose Charge Now.
Enter the amount, then select Point of Sale as the payment method.
Have the patient complete the transaction using the terminal.
Requesting a Payment Remotely
Open the Patient Window, click Request Payment.
Enter the amount and add a note explaining the charge.
Upload a relevant statement if needed.
Choose to notify the patient by text and/or email.
Click Request Payment to send.
Best Practices & Tips
Use “Request Payment” for patients not present in the office—this improves success rates compared to verbal reminders alone.
Track outstanding requests via the Follow-Up system to ensure nothing slips through.
Verify surcharge rules for your state/province before enabling them.
Use terminals for in-person payments to speed up front desk interactions and enhance patient convenience..