QSave 101: How dental credit card surcharging works from checkout to deposit

Credit card processing is an unavoidable part of running a dental practice. Every time a patient pays with a card, your practice pays a processing fee, and those fees can add up quickly over the course of a month.

For practices looking for a way to offset those costs, QSave offers a balanced approach to dental credit card surcharging. Available as an add-on to any QuantaPay plan, QSave automatically applies the appropriate fee structure based on whether a patient pays with a credit or debit card.

But what actually happens when a patient checks out?

Let's walk through the QSave payment journey, from the moment a patient hands over their card to the time the payment is deposited into the practice.

Key takeaways on how QSave works:

• QSave is a QuantaPay add-on designed to help dental practices offset credit card processing costs through surcharging. 

• QSave automatically applies the appropriate fee structure based on the patient's payment type, eliminating manual calculations for your team. 

• Practices receive point-of-sale signage and sample patient communications to help introduce surcharging clearly and confidently.

How does QSave dental credit card surcharging work? 

QSave is designed to make surcharging part of your existing payment workflow without adding another task to your front-office team's list. Here's what happens from checkout to deposit.

Step 1: The patient checks out

The process starts like any other patient payment. A patient completes their transaction using one of your practice's accepted payment methods.  They may choose a credit card, debit card, or another available payment option.

This is also an important point in the patient experience. If your practice is implementing a surcharge, patients should understand the policy before or at the time of payment. Clear communication helps prevent surprises and gives your team an opportunity to answer questions. QSave includes resources to help make that communication easier, which we'll cover in more detail below.

Step 2: QSave identifies the payment type

Once the patient begins the transaction, QSave distinguishes between credit and debit card payments. This distinction matters because credit and debit card fees are treated differently when it comes to surcharging.

Rather than asking your team to determine which fee applies to each transaction, QSave automatically applies the appropriate structure within your QuantaPay setup.

Related: Credit card surcharging vs. discounts in dentistry: What every dental practice needs to know 

Step 3: The appropriate fee is applied

This is where QSave's balanced surcharging structure comes into play.

• Credit card transactions: A 2.89% surcharge is applied to the patient's total, allowing the practice to offset the majority of the associated processing cost.

• Debit card transactions: A surcharge is not applied. Instead, the practice pays a reduced 2.19% processing rate.

The distinction is important. Surcharging isn't a one-size-fits-all process, and practices can't simply add the same fee to every card transaction. QSave handles the different fee structures automatically, so your front-office team doesn't have to manually calculate or determine the appropriate charge at checkout.

Note: Credit card surcharge requirements can vary by state, card network, and transaction type. Practices should confirm applicable requirements when implementing a surcharge program. 

Step 4: The transaction is processed

After the appropriate fee structure is applied, the payment moves through the normal QuantaPay payment workflow. One of the benefits of QSave is that it doesn't require you to replace your existing QuantaPay plan. As an add-on, it works alongside whichever QuantaPay plan best fits your practice. 

That means your team can continue using the payment tools and workflows they're already familiar with while QSave works behind the scenes to manage the appropriate surcharge structure.

Step 5: Funds are deposited

The final step is the deposit. Once the transaction has been processed, the payment moves through the normal payment settlement process and funds are deposited according to your QuantaPay setup.

From the patient's perspective, the process is straightforward. From the practice's perspective, QSave has helped manage the applicable processing expense along the way. That's ultimately the goal: make it easier for practices to offset the majority of their credit card processing costs without creating additional administrative work.

How do you introduce surcharging to patients?

For many practices, the biggest question isn't how surcharging works technically—it's how to talk about it with patients. The key is transparency.

Patients should know about your surcharge policy before they make a payment. Clear signage and consistent communication can help patients understand what they're being charged and why.

Your entire front-office team should also be on the same page. Staff should know how the surcharge works, which transactions it applies to, and how to answer common patient questions. You don't want the first time a patient hears about the surcharge to be after they've already completed their payment.

Read more: Should dental practices surcharge patients? Pros, cons, and what to consider

QSave makes patient communication easier

QSave includes a starter kit with resources designed to help dental practices communicate their surcharge policy clearly and confidently. The starter kit includes:

• Point-of-sale signage for your checkout area

• Sample patient communications to help explain the surcharge

These resources give your practice a starting point for communicating the policy clearly and consistently. The goal isn't simply to implement a surcharge. It's to make the transition understandable for both your team and your patients.

QSave dental credit card surcharging FAQs 

Here are a few common questions answered: 

Can I surcharge debit card transactions?

No. Debit card fees cannot be passed on to patients through surcharging. With QSave, debit card transactions are processed at the reduced 2.19% rate paid by the practice.

Does QSave replace my QuantaPay plan?

No. QSave is an add-on to QuantaPay. It can be applied to whichever QuantaPay plan best fits your practice. You don't need to replace your existing QuantaPay setup to take advantage of QSave.

Does my team have to calculate the surcharge manually?

No. QSave automatically applies the appropriate fee structure within your existing QuantaPay setup. Your team doesn't have to manually calculate the surcharge or determine whether a transaction should receive the credit or debit rate.

What is the QSave credit card surcharge? 

QSave applies a 2.89% surcharge to applicable credit card transactions to help dental practices offset the majority of their credit card processing costs. Debit card transactions are not surcharged; instead, the practice pays a reduced 2.19% processing rate. 

What does the practice pay for debit transactions?

The practice pays the reduced 2.19% processing rate for debit card transactions. Because debit card fees cannot be passed on through surcharging, this fee remains the responsibility of the practice.

What resources are included with QSave?

Every QSave practice receives a starter kit that includes point-of-sale signage and sample patient communications. These resources can help your team introduce the surcharge policy to patients clearly and consistently.

Is QSave right for your dental practice? We recommend it!

To recap, we covered:

• How QSave's surcharging structure works

• How do you introduce surcharging to patients?

• QSave frequently asked questions

Whether QSave makes sense for your practice ultimately depends on your payment volume, current processing costs, and overall payment strategy.

A good place to start is by looking at what your practice currently spends on credit card processing fees  each month. From there, you can evaluate how a balanced surcharging structure could affect those costs. Whether you're already using QuantaPay or exploring QuantaPay for the first time, our team can show you exactly how QSave would work for your practice. 

We'll walk you through the QSave surcharge process, answer your questions, and help you determine whether it makes sense for your payment volume and processing strategy. 

Book a discovery call today.