Can you Save a Client Card on File in Private Practice?

Can you Save a Client Card on File in Private Practice?
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While I think at this point the majority of therapists have switched over to accepting credit and debit card payments in their practice, it still seems unclear in some circles whether it's okay to save your client's card on file.
By saving a card on file, you can charge your client's card directly without them needing to do anything on their end.
In this video, we'll explore everything you need to know about saving your client's card on file and how to do it correctly.
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This video is geared for therapists of all kinds, including psychologists, MFTs, LPCCs, social workers, and others in the clinical counseling field.
Welcome to Private Practice Skills! I’m Dr. Marie Fang, psychologist in private practice. I post videos offering tools I learned the hard way about starting and growing private practice so that you don’t have to.
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This video is not intended as professional or legal advice. Be sure to seek the services of a professional if you are in need of them.
So first of all: why would anyone be interested in saving a client's card on file? If you have issues with late or outstanding payments from your clients, having their card on file would save you from the heartache of tracking down payments. You could just charge them!
Similarly, if you have a clear cancellation policy in place that states under what circumstances you charge for missed or cancelled sessions, you can charge your client's card directly for that as well.
And for some clients, they prefer not having to do it themselves.
All great reasons, right?
BUT, there is a right way to do this, and if you aren't following proper guidelines, you might not be doing this correctly and putting your client's card data at risk of being breached. So here are a few items to consider to make sure you're following ethical and legal requirements to save a client's card on file:
1. Informed Consent
2. HIPAA Secure and PCI compliant Platform
3. HIPAA Compliant use of platform
4. Verbal check-in before charging

[@Enchanteralle]

I use simplepractice and love it. It automatically generates an invoice when I charge a client's card and it says: professional service on the invoice. Would it matter what an invoice says if client gets charged for no show? Thanks.

[@jenniferconte470]

Hi Marie! I use Square to accept cards and would like to start using the card on file option for the reasons you stated. Do you know if Square is one of the platforms that meets all those requirements you discussed in this video? TIA!

[@ShanaTurner3]

Can Therapy Notes be used by a life or health coach?

[@charlisetindle2385]

What if I am wanting to now change from sending invoices through Square app to card on file through Therapynotes. Would you suggest that I change my practice policy and have my clients resign the informed consent form? Or would I just need to send them a email letting them know of the switch and then send out the form for a card on file via therapynotes?

[@seema7925]

Hey can I get my lcp or eppp licence by being an international student or not having a citizenship in America?