An aesthetic clinic booking deposit usually means money paid toward the appointment. A security deposit is different: it temporarily reserves available card funds and can later be released or captured through an eligible, agreed process. Choose the payment model before choosing the software.
This guide helps independent aesthetic clinics and med spas already using Stripe decide what reception should collect. PillarClinic's booking documentation illustrates an existing market practice: deposits through the clinic's Stripe account and payment links for telephone bookings. Our contribution is a three-scenario decision table and an exception checklist for clinics keeping their existing diary.
Choose the right model for the appointment
| Appointment scenario | Payment approach to evaluate | What reception must explain |
|---|---|---|
| Appointment booked several weeks ahead | Paid booking deposit | Money is collected now; describe its treatment credit and cancellation handling |
| Appointment soon enough for a confirmed authorization window | Temporary card hold, if appropriate and eligible | Funds are reserved; define release or supported capture conditions |
| Consultation needed before any treatment commitment | Separately disclosed consultation payment, if charged | Paying does not establish clinical suitability or consent to treatment |
A clinic can use different models for different services. This is an operational framework, not a universal healthcare cancellation policy. Have the final terms reviewed for the country, service and professional rules that apply.
Why a booking weeks away needs special care
Stripe card authorizations expire. The actual deadline matters more than a promised “hold until the appointment.” Creating a request today does not make reserved funds available six weeks later. Do not assume extended authorization eligibility or automatic reauthorization.
For a paid booking deposit, use a normal PayRequest payment link. For a genuinely suitable temporary authorization, use PayRequest security deposits and check the confirmed state and provider deadline. A successful charge and an active authorization are different records; neither establishes consent to treatment.
Reconcile a €50 deposit against a €200 appointment
In a fictional example, a clinic collects €50 toward an agreed €200 appointment. If the service proceeds on those terms, reception records €50 already paid and €150 still payable. Those figures are an original arithmetic example, not recommended charges or an automatic PayRequest balance deduction.
Record the payment reference, amount, appointment reference and remaining balance in the clinic's existing system. Check the current payment state before requesting €150 so another staff member does not ask for the full €200 again. Do not represent a €50 authorization as €50 already received.
A message template: “For appointment [reference], the booking payment is [amount] toward the agreed appointment price. Please review [policy link] before paying at [payment link]. Contact reception through [channel] if you need to change the booking.” Use a distinct message for a card hold that clearly says funds are reserved rather than paid.
Define exceptions before taking the first deposit
Reception needs a documented answer for each of these cases:
- The clinic cancels or the practitioner decides treatment is unsuitable: route the money decision to the agreed policy owner; payment is not clinical approval.
- The patient reschedules: retain a clear trail between the old booking, new booking and original payment; verify any hold's deadline again.
- A duplicate payment arrives: inspect both records before issuing a supported refund.
- A late cancellation or no-show occurs: review the disclosed terms, exceptions and applicable rules before retaining money or capturing a hold.
- An authorization fails or expires: staff must see that no active financial security remains; do not describe an expired hold as protected revenue.
The booking-deposit policy guide covers the general policy framework. This clinic-specific guide focuses on money state, treatment suitability and reception handover.
Keep the payment record separate from the clinical record
Use a neutral appointment reference; do not place diagnoses, photographs or consultation details in payment descriptions. Stripe's healthcare guidance discusses the overlap between payment data and protected health information. Assess privacy and contractual requirements before using any provider for patient payments; do not assume a payment link is a compliant medical record system.
Start with PayRequest payment links for one approved booking-payment workflow. Keep scheduling, consent, treatment credit and clinical records in the clinic system unless you have explicitly verified an integration. Check current fees and give one staff member responsibility for payment reconciliation and exceptions.
Editorial note: AI assisted with the article and illustrative cover. Sources were reviewed on 13 October 2026. The decision table and €50/€200 example are original fictional guidance; no clinical review, live transaction or measured reduction in no-shows is claimed.
