Terminal payments

Take a card payment on the physical reader while the patient is at the desk. The amount is set on the chooser’s first screen; the terminal picker appears after you choose Charge on Terminal and select Continue.

Prerequisites & permissions

Terminal charging is Moolah-only. On a Stripe-configured site the Charge on Terminal card is disabled with “Terminal requires Moolah”. Terminal and device setup happen in the Moolah portal, and the processor connection is managed by Teamio — not by office staff. Any staff member who can open a patient profile can run a terminal charge once the site is set up.

Steps

1. On the patient profile, select Collect Payment.
2. On the first screen, set the Amount to collect, select the Charge on Terminal card, then select Continue.
3. Pick the terminal. The Select terminal list shows each device’s name and serial number, with a Refresh link. If only one terminal is registered it’s selected automatically. (If you see “No active terminals”, activate one in the Moolah portal first; the empty state offers Pick another method and Refresh.)
4. Set receipt options. The Receipt options card has Show receipt on terminal screen (on by default) and Email receipt to patient (reveals an email field; warns “No email on file” if there isn’t one).
5. Select Send to Terminal. The reader wakes and Teamio shows “Waiting for card on <terminal name>…” The on-screen note says the swipe can take up to 90 seconds; Teamio keeps checking for up to 4 minutes. If the reader hasn’t reported back by then, you’ll get “Charge not confirmed” — which means unknown, not declined (see Result states).
6. The patient taps, inserts, or swipes. On approval Teamio shows “Payment captured” with a transaction id, then records the payment and posts it to Open Dental automatically.

While you’re waiting

Two buttons sit on the waiting screen:

• Check status — use this when the terminal screen says completed but Teamio is still spinning. It re-queries Moolah live.
• Cancel charge — stops Teamio from tracking the charge.

Cancelling does not stop the reader by itself

The Cancel charge button only tells Teamio to stop tracking — it does not abort the charge on the device. The UI warns: “Press Cancel on the terminal device to also abort there — otherwise the patient could still complete it. Verify in Moolah reports.” Always press Cancel on the physical terminal too, then confirm in Moolah reports that nothing was captured.

Closing the modal mid-charge does not abort the charge either — Teamio pops a confirmation warning you of this. The same physical-cancel rule applies.

Result states

State	What it means
Payment captured	Approved; shows the transaction id and posts to Open Dental.
Card declined	The card was not charged. Offers Try again or Cancel.
Charge cancelled	You cancelled from Teamio (remember to cancel on the device too).
Cancelled at terminal	The patient or staff cancelled on the reader.
Charge not confirmed	Teamio doesn’t know whether the card was charged — see below. Don’t re-charge.
Something went wrong	An unexpected error — pick another method, or check Moolah before charging again.

**“Charge not confirmed” does not mean “not charged” — never re-swipe on it

If the wait runs out before the reader reports back, Teamio shows “Charge not confirmed” rather than a decline. This is deliberate: a card swiped after the wait can still go through, so the charge may have succeeded even though Teamio never heard about it.

The screen tells you: “Do not re-charge this patient” unless you’ve confirmed in Moolah that the card was not charged. Re-swiping on an unconfirmed charge is how a patient gets billed twice.

What to do instead:

1. Select Check status first — it re-queries Moolah live and will resolve most of these on the spot.
2. If it’s still unconfirmed, look the transaction up in Moolah reports before doing anything else.
3. Only charge again once Moolah shows the card was not charged.
4. If Moolah shows it was charged, the payment is real — don’t re-take it. Contact support if it didn’t post to Open Dental.

A Card declined is different: that one genuinely means no money moved, and Try again is safe.

Troubleshooting

Teamio is still “waiting” but the terminal says done

Select Check status — it re-queries Moolah and updates the result.

It said “Charge not confirmed” — was the patient charged?

Maybe — that’s exactly what the message means. Select Check status, and if it still isn’t confirmed, check Moolah reports before charging again. Never re-swipe just because Teamio didn’t confirm; see the warning above.

The terminal isn’t responding

Confirm it’s powered and online, select Refresh in the terminal list, and re-send. If it persists, the device may need re-activation in the Moolah portal — contact support.

Wrong amount

Select Cancel charge, also press Cancel on the terminal, verify in Moolah reports, then start over with the correct amount.

Related

• Collecting a payment
• Payments and Open Dental