Empowering businesses with transparent, affordable, and efficient payment processing solutions.
A 3% surcharge applies to all credit card transactions. No surcharge for debit cards or cash payments.
1. When to Tell Patients
- At Check-In: Quick heads-up before service.
- At Check-Out: Remind them before processing payment.
- Anytime They Ask About Payment Options.
- Also a sign should be publicly displayed at the front desk so there is no surprise
Exact Script – Check-In
“Just so you know, there’s a 3% surcharge for all credit card payments. There’s no fee if you use debit or cash.”
Exact Script – Check-Out
“Your total is $___ today. If you use a credit card, there’s a 3% surcharge. Debit or cash won’t have a fee—whichever you prefer.”
If a Patient Asks ‘Why?’
“It covers the massive credit card company’s processing fee which can get pretty expensive so we can keep our base prices fair for all of our patients and support local smaller businesses like us. Thank you for understanding”
2. Common Patient Questions & Responses
“We’ve absorbed the cost for years, but with rising fees, we’re passing it on instead of raising prices for everyone. Debit and Cash won’t have a fee”
“Yes—state law allows surcharges if we disclose them, which we do verbally and with signage.”
“No problem—credit cards are still welcome; there will just be a 3% surcharge.”
3. Do’s & Don’ts
These are specific, one-time charges that only apply under certain circumstances. Our goal is to ensure you are fully aware of any potential costs.
Do be friendly, matter-of-fact, and consistent.
Do offer debit/cash as options without pressure.
Do point to posted signage if needed.
Don’t apologize for the policy.
Don’t make it sound optional for credit cards. Consistency is key
Don’t skip mentioning it—always be transparent.
4. Signage Reminder
Post at the front desk, check-out, and on invoices. We will mail you an official plastic signage of the notice for all ODoF Merchant accounts
Notice: A 3% surcharge applies to all credit card payments. No fee for debit or cash.
We Accept All Major Credit Cards
*A 3% surcharge will be added to all credit card transactions.
Common FAQs (For Staff training only).
A credit card surcharge is an added fee that businesses sometimes apply to customers who choose to pay with a credit card. Its primary purpose is to offset the processing costs that the merchant incurs from card transactions. Typically, this surcharge is calculated as a percentage of the purchase total, matching the merchant’s own credit card processing rate.
Across most of the United States, credit card surcharges cannot exceed 3%. The main exception is Colorado, where the upper limit is 2%, in which the owner is responsible for the 1%.
It’s also important to distinguish surcharges from convenience fees. Convenience fees are charged for using a specific payment method—like phone or online transactions—rather than simply for using a credit card. Surcharges, on the other hand, are strictly meant to recoup the costs of credit card processing.
Our surcharge program automatically detects if the card used is a credit card or debit card. If a debit card is used at the time of sale there will be no surcharge added to the transaction. Merchant will pay the 1% debit fee
A convenience fee is a charge that businesses add when a customer pays through a method that is DIFFERENT from the merchant’s standard form of payment. For example, if a brick-and-mortar store typically accepts in-person cash or card transactions, it might charge a convenience fee for payments made online or by phone. This fee typically covers the additional costs associated with processing these alternative payment methods.
Unlike credit card surcharges—which are calculated as a percentage—convenience fees are usually structured as a flat amount. They often appear for more substantial payments, such as mortgage bills, property taxes, college tuition, and other large transactions. However, they can also be applied to everyday purchases in certain cases.
Not exactly. For years, many small businesses in the U.S. have offered lower prices to customers who pay with cash. Surcharging simply means passing on the cost of accepting credit cards to the customer. Your customers can always choose to pay with a debit card to avoid the credit card surcharge.
Yes, as of 2025, only in 46 states. Businesses must display a sign at the point of sale informing customers of the 3% fee on credit card transactions, which they can avoid by paying with a debit card. We provide this signage for you.
For 2025, generally, yes, you can impose a surcharge on credit card transactions. At the federal level, there is a limit of 4% on credit card surcharges. Debit card surcharges, however, are prohibited in every state.
That said, the following states do not allow credit card surcharges (via Elavon MC/Visa)
- Connecticut
- Maine
- Massachusetts
- Oklahoma (will be eligible Nov 2025)
- New York
Other states permit surcharging but have specific rules:
- Colorado: Allows credit card surcharges up to 2%. You will cover the 1% credit fee, total 3% surcharge.
- New Jersey, Nevada, and South Dakota: Surcharges must not exceed the merchant’s actual cost of card acceptance.
- Texas: Officially bans surcharges but allows convenience fees, service fees, and cash discounts. Federal courts have challenged Texas’s ban.
- Kansas: Anti-surcharge laws exist but have been overturned. Merchants must include credit card fees in the listed price to lawfully implement surcharges.
- Georgia: Permits convenience fees if there are alternative payment methods available.
- Minnesota: Allows surcharging with conditions. Mandatory fees must be included in the advertised price unless the fee can reasonably be avoided by the consumer (effective January 1, 2025).
In the remaining 37 states, surcharging appears to be allowed under most circumstances. However, make sure to consult legal counsel and verify state-specific regulations.
Credit card companies charge a fee for each credit or debit card payment processed. Typically, this fee is paid by the business owner. With ODoF Merchant Services, you get compliant signage and equipment to accept credit cards without paying any fees. If a customer uses a debit card, our system will charge you a flat fee of 1% + 25¢ per transaction. Otherwise, Cash is entirely free.
Absolutely. Essentially Zero. Your daily savings will be significant and your monthly statement will only include debit card processing fees, which is around 0.70%
Businesses using the surcharge model have NOT reported a drop in sales. Customers have more payment options and can avoid surcharges by using cash or debit cards. With proper marketing, a surcharge program can help increase your annual revenue while reducing expenses.
Owners have reported that their customers/patients are very supportive of the change for small businesses.
FSA/HSA cards are treated like regulated debit cards, meaning you cannot add a surcharge to them. Our surcharge-compatible terminal automatically detects the card type from the card number.
If it’s a credit-type FSA/HSA card (Rare), you may add up to a 3% surcharge (as long as you follow all card brand requirements).
If it’s a debit/prepaid FSA/HSA card, no surcharge is allowed, and it will be processed as a debit transaction, with you paying the 1% fee.
If the card is an FSA/HSA card and the cardholder doesn’t know their PIN, our POS terminal will give the option to run the transaction without the cardholder surcharge as a credit transaction (Visa/MasterCard Debit). You will still pay the 1% debit fee.
Please note that not all FSA/HSA debit cards are the same; some banks require a PIN. If that’s the case, have the patient call the number on the back of the card to set it up prior to use. In the worst-case scenario, you can always provide an itemized statement for them to self-submit on their own.
We always recommend requesting your insurance company like Zellis to pay you via ACH transfer (usually only about a 1-2% fee) or to mail you a paper check.
Issuing payment on a prepaid virtual debit card is their way of passing processing fees on to you — which isn’t fair.
If you decide not to take the ACH or check route, here are your options:
When your insurance company pays you via a prepaid virtual debit card, it works the same way as a regular debit card at the point of sale — the transaction runs through the debit/credit card network via keyed manual transaction (card not present)
How surcharges apply:
(1) If you run it as a credit transaction (e.g., entering it online without a PIN, or swiping/tapping and signing), most merchant systems will treat it like a credit card and apply your standard credit card surcharge percentage (e.g., 3%).
Example:
- Amount on DEBIT Card (No PIN): $100.00
- Surcharge: $3.00 (3% of $100)
- Total deducted from card: $103.00
- Result: You need to charge $97 so there is $2.91 (3% surcharge). So you will get $97 worth of payment with the total card balance of 99.91% (almost $100)
(2) If you can process it as a debit transaction (with PIN entry), it would typically fall under your “no surcharge” debit policy — but virtual cards usually don’t come with a PIN debit so you might need to call the issuing bank on the back of the card to get the PIN CODE. So owners end up incurring the 1% debit surcharge.
Example:
- Amount on DEBIT Card with PIN: $100.00
- Surcharge: $3.00 (3% of $100)
- Total deducted from card: $100.00
Result: You need to charge $100, input PIN CODE so you will get $100 worth of payment but you are responsible for 1% Debit Fee ($1)
Currently, online invoices can only be paid via credit card. On the POYNT Dashboard, you’ll need to manually add a 3% surcharge as a line item before sending the invoice. When the patient clicks the link and enters their card information, the payment is processed through Visa, Mastercard, or Amex as a credit transaction.
Note: Technically FSA/HSA debit cards cannot be surcharged. These must be used in person or over the phone.
Suggested invoice note:
“A 3% surcharge applies to all credit card payments. For all FSA/HSA debit use, please call the office directly.”
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**Estimated savings are calculated on annual processing rates and are based on Elavon’s analysis of The Strawhecker Group’s industry data survey in payment processing services as of December 2023 on net revenue from merchants of a similar size and type compared to the portfolio. Actual savings will depend on business type, card type, manner of card acceptance, and volume of transactions. ODoF Members pay an $0 Application Fee and Monthly Statement Fees. Services provided by Elavon.
**Receive a $200 credit towards wholesale purchases, only eligible for accounts processing over $30,000 monthly after 3 months. Eligibility is reassessed every quarter after the initial three months. Terminal purchases must be paid for upfront; eligible accounts will receive a rebate via ACH or check after three months of processing.