Alleva Payments

How to use Alleva Payments in the EMR, Alleva Billing, and the Client/Family Portal

Alleva Payments is an add-on feature that allows your organization to securely process client credit card payments directly within Alleva. Payments can be made from three areas of the platform: the EMR, Alleva Billing, and the Client/Family Portal. Want to learn more?

📚You can access a full training on Alleva Payments in Alleva University HERE>.

Note: Alleva Payments is powered by our integration with Nexio. All transactions are securely processed and synced across the EMR, Alleva Billing, and Client Portal.

Jump to:

Payments in The EMR
Payments in Alleva Billing
Payments in the Client/Family Portal

Alleva Payments in the EMR

Users with EMR access can process client payments directly through the purple plus sign shortcut.

Access Alleva Payments:

Hover over the purple plus sign (+) in the EMR.
Select Open Payments Window.
In the Alleva Payments screen, search for and select a Client, Prospect, or Discharged Client. Once a client is selected, you’ll see three tabs in the payment window:

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One-Time Transaction - Run a single charge without saving card details.

Saved Cards - View or charge existing saved credit cards.

Transactions History - Review all past payment activity.

How to save a new Credit Card:

Select the client from the dropdown list.
Select the Saved Cards tab and click "Save New Card".
Enter the cardholder’s details (for example, the client, a guardian or spouse).
Click Save Card.

How to Run a Transaction:

Either select the "Run a Transaction" tab or go to the "Saved Cards" tab and select the "Run Card" button.
Enter in the dollar amount you are charging and click "Charge".

Done! The transaction will:

Instantly appear under Transaction History in the EMR.
Sync to Card Transactions in Alleva Billing.
Display in the client’s Portal for reference.

Alleva Payments in Billing

If your organization uses Alleva Billing, you can also process and manage credit card payments there as well as in the EMR.

Accessing Alleva Payments:

In the left-hand menu of the Billing platform, click Payment Management.
Select the Card Transactions tab.
Select a patient from the patient dropdown to view their payment information. Transactions run in the EMR and portal will also appear here automatically.

How to charge a card:

Select either the "Run a One Time Transaction" or "Charge a Saved Card" button.
Enter in the dollar amount you are charging and click "Charge".

Done! The transaction will:

Instantly appear under Transaction History on this page.
Sync to Card Transactions in the EMR.
Display in the client’s Portal for reference.

NOTE: Payments processed through Alleva Payments are not automatically allocated to the client's outstanding encounters. You’ll need to manually allocate the payment to encounters or services.

How to Allocate a Credit Card Payment in Alleva Billing:

Go to the Patient Payments tab in Alleva Billing.
Click "Post Payment" and select the client from the dropdown.
Select "Credit Card" as the payment type and select the relevant credit card transaction under the transactions dropdown.
The payment date, amount, and reference number will all auto-populate.
Search for and allocate the payment to the correct encounters or services.

Need help allocating to services? See the Patient Payments in Alleva Billing article for step-by-step allocation instructions.

Alleva Payments in the Client/Family Portal

Clients and their families can make payments conveniently through the Client/Family Portal.

How to Access the Payments Tab:

The client or family member logs into their Alleva Portal.
From the left-hand menu, they select "Payments".

How to Save a Card and Run a Transaction:

Under Saved Cards, clients can add a card by clicking "Save New Card" and entering their details.
Once a card is saved, they can click "Run a Transaction" to make a payment.
The client enters the amount they are paying, selects their saved card, and clicks "Run Transaction".

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Done! After the payment is processed:

A confirmation message appears immediately.
The payment displays under Transaction History in the Portal.
The transaction automatically syncs to the EMR and Alleva Billing for staff review.

Security Notice: All payment information entered in the Client/Family Portal is encrypted and securely processed through Nexio.