Choosing the right credit card processing company for your dental practice is more important today than ever before. Modern dental offices need more than just a way to accept payments — they need payment technology that improves the patient experience, streamlines front office workflows, and integrates seamlessly into the daily operations of the practice.
With so many processing companies competing for dental offices, it can sometimes be difficult to determine which solution is truly built for dentistry, and which companies are simply offering generic payment tools with dental marketing attached to them. While low rates may initially grab attention, the reality is that the best long-term payment solution for a dental office is usually the one that combines reliable technology, strong support, and workflows specifically designed for dental practices.
One of the most important things to evaluate when choosing a processor is whether the company understands dental software and dental operations. Dental offices operate very differently from traditional retail businesses. Payment workflows often involve insurance claims, treatment plans, recurring payments, memberships, payment requests, and patient ledgers that all need to work together properly. Because of this, many practices benefit greatly from working with processors that integrate directly into platforms like Open Dental, Dentrix, and Eaglesoft.
Another major consideration is convenience for both staff and patients. Patients increasingly expect payment experiences that feel modern and simple. Features like text-to-pay, online payment pages, wireless terminals, stored cards on file, and recurring payment plans are becoming standard expectations in healthcare. Practices that modernize these payment experiences often improve collections while simultaneously reducing workload at the front desk.
Transparency is also critical when evaluating payment processors. Many companies advertise extremely low rates, but practices should take the time to understand the true effective cost of processing. Monthly fees, PCI fees, annual fees, statement fees, equipment costs, and long-term contracts can quickly offset what initially appeared to be a lower rate. A processor that offers clear pricing and straightforward support can often create a far better long-term experience for the practice.
Support is another area where dental-specific providers can stand apart. When payment issues arise in a dental office, they often directly affect the patient experience and the daily operation of the practice. Having access to a support team that understands dental workflows, practice management software, and patient payment processes can make a significant difference compared to working with a generic processor that primarily supports retail environments.
Modern payment security is equally important. Many newer payment platforms now utilize payment facilitator infrastructure similar to companies like Stripe and Square, helping simplify PCI compliance requirements while improving security through tokenization and hosted payment infrastructure. This can help practices reduce complexity while maintaining strong payment security standards.
Ultimately, choosing the best credit card processing company for your dental practice is about finding a partner that aligns with the operational needs of modern dentistry. The right solution should not only process payments reliably, but also help simplify workflows, improve the patient experience, and support the long-term growth of the practice.
At Moolah, we believe dental practices deserve payment technology designed specifically for dentistry. Through our Crown platform, practices can modernize payments with integrated payment tools, wireless smart terminals, patient payment requests, hosted payment pages, membership management, payment plans, and secure card-on-file technology — all built with dental offices in mind.
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A credit card surcharge is an additional fee added to a transaction when a patient chooses to pay with a credit card. The surcharge is intended to help offset the cost of credit card processing and applies only to eligible credit card transactions.
No. Debit card transactions may not be surcharged under any circumstances, even if the debit card is processed as a credit transaction or entered manually.
Yes. Credit card surcharges may not exceed the merchant’s actual cost of accepting credit cards and are capped at a maximum of 3% of the total transaction amount, in accordance with card-network rules and applicable law.
Yes. Card networks require clear and transparent disclosure of any credit card surcharge. Practices must notify patients through appropriate signage at the practice entrance, point of sale, and anywhere payments are accepted. If payments are accepted online, the surcharge must also be clearly disclosed on the practice’s website.
Yes. Some U.S. states and territories prohibit or restrict credit card surcharging. Practices are responsible for understanding and complying with their state’s specific requirements before implementing a surcharge.
No. While Moolah provides tools and general guidance to support credit card surcharging, compliance with all applicable laws and card-network rules is the responsibility of the merchant. Moolah does not provide legal advice and assumes no liability for a merchant’s compliance.
Most major credit card networks permit surcharging when done in accordance with their rules, but additional requirements or restrictions may apply. Practices should ensure they have completed all required network notifications and disclosures prior to enabling surcharging.
Failure to comply with surcharging rules may result in card-network fines, required refunds, or other enforcement actions. Practices should ensure they fully understand all applicable requirements before applying a surcharge.
Flex does not currently offer built-in support for credit card surcharging. If a practice chooses to enroll in a surcharge plan, payments would need to be processed through Moolah’s payment platform, which is designed to support surcharging and integrates directly with Open Dental.
If you are considering introducing a credit card surcharge for your patients, it is important to understand that there are specific rules and regulations that must be followed when enrolling in and operating under a surcharge plan.
This article provides a general overview of common surcharging requirements. This content is provided for informational purposes only and does not constitute legal advice. It is the responsibility of each merchant to review, understand, and comply with all applicable laws, card-network rules, and regulatory requirements, including notification timeframes, signage requirements, surcharge percentage limits, and jurisdictions where surcharging is prohibited.
If you are unsure about the laws or regulations applicable to your practice, you should consult with qualified legal counsel. Moolah assumes no liability for a merchant’s compliance or non-compliance with credit card surcharging rules or regulations.
Transparent Communication
Card networks, including Visa, Mastercard, Discover, and American Express, require merchants to clearly and transparently disclose when a credit card surcharge is applied.
Practices must clearly notify patients of a credit card surcharge through appropriate signage placed at the practice entrance, at the point of sale or terminal, and anywhere payments are accepted. If payments are accepted online, surcharge disclosures must also be clearly visible on the practice’s website. All disclosures must inform patients that the surcharge applies only to credit card transactions.
Surcharge Limits
Credit card surcharges must comply with both card-network rules and applicable law. The surcharge amount may not exceed the merchant’s actual cost of accepting credit cards and may not exceed 3% of the total transaction amount.
Card-network rules cap credit card surcharges at 3%, meaning that if a merchant’s processing costs exceed this amount, the excess portion cannot be passed on to the patient.
Network and State Restrictions
The major credit card networks, such as Visa and Mastercard, impose specific requirements related to surcharge limits, advance notification, and disclosure.
In addition, several U.S. states and territories regulate or prohibit credit card surcharging. At the time of writing, credit card surcharging is prohibited in Connecticut, Maine, Massachusetts, and Puerto Rico. Other states, including Colorado, Minnesota, Mississippi, New Jersey, and New York, impose restrictions on surcharge amounts or require specific disclosures.
If your practice operates in a state that restricts or prohibits credit card surcharging, you must fully understand and comply with those requirements before implementing a surcharge.
Debit card transactions may never be surcharged, even if the debit card is processed as a credit transaction.
Applicability
Credit card surcharges may be applied only to credit card transactions. Other payment types, including debit cards and alternative payment methods, are not eligible for surcharging.
Regulatory Compliance
Merchants are responsible for maintaining ongoing compliance with all applicable card-network and legal requirements. This includes meeting advance notification obligations, using compliant signage and disclosures, adhering to surcharge percentage limits, and respecting jurisdiction-specific restrictions.
By following these guidelines, dental practices can implement credit card surcharging in a way that aligns with card-network rules and promotes transparency with patients. Clear and upfront communication helps maintain patient trust and supports a positive payment experience.