Some services your practice offers don’t map to CPT codes that StrataEMR can support through the standard billing workflow. This includes things like wellness visits, massage therapy, personal training, and similar cash-pay services. For these, StrataEMR uses Point of Sale (POS) charges — not self-pay cases.
Using POS charges keeps these visits clean: you apply the charge, collect payment, and you’re done. No billing cycle, no claim, no invoice generated after the fact.
Do not use self-pay to bill for wellness, massage, or other non-CPT services. Self-pay in StrataEMR is tied to the standard billing workflow — it processes charges against CPT codes and generates invoices for any unpaid balance. Services that fall outside CPT billing don’t fit this model, and using self-pay for them can result in unintended changes to the practice’s invoice at the end of the month. See Self-Pay vs. Point of Sale below for the full distinction.
Step 1: Set Up Your Service Items in Point of Sale
POS items are configured once in Setup and then available to apply to any patient account. If your practice hasn’t added items for your cash services yet, do this before the first visit.
- Navigate to Point of Sale Setup: Menu Bar > Settings > Point of Sale.
- Enter a Description for the item. Be specific enough that front desk staff can identify it quickly — for example:
- “Wellness Visit – 30 min”
- “Wellness Visit – 60 min”
- “Massage – 30 min”
- “Massage – 60 min”
- “Personal Training Session”
- Enter the flat Price.
- Click Save.
- Repeat for each service type or session length your practice offers.
POS prices are flat rate only. Percentage-based pricing is not supported. If your practice charges different rates for different session lengths or service types, create a separate item for each.
Step 2: Apply the Charge to the Patient’s Account
POS charges do not appear automatically on the schedule. Staff need to apply them manually, either before the visit starts or at check-out.
- Open the patient’s account in StrataEMR.
- Navigate to Point of Sale: Patient Menu Bar > Financial > Point of Sale.
- Select the appropriate item from the Description dropdown.
- Confirm the amount.
- Save.
The charge is added to the patient’s financial record.
POS charges don’t appear in the “amount to collect” field on the schedule. Staff will need to navigate to the patient’s Financial page to apply the charge and confirm collection. Build this into your front desk check-out routine for any patient receiving a cash service.
Step 3: Collect Payment
After applying the POS charge, collect payment from the patient.
If your practice uses Authorize.net for integrated credit card processing, the charge can be collected through that flow directly.
Otherwise, collect payment manually — cash, check, or card — and record it against the Point of Sale balance in the patient’s Financial section.
Self-Pay vs. Point of Sale
These two features are often confused. Here’s the distinction:
Point of Sale is for flat-rate charges that fall outside standard PT billing — wellness visits, massage, personal training, product sales, cancellation fees. No CPT code is involved. No invoice is generated. Payment is collected directly at the time of service.
Self-Pay is for patients with no insurance who are receiving standard physical therapy services billed through CPT codes. StrataEMR runs self-pay charges through the same billing workflow as insurance cases — it just bills the patient instead of a payer. Any unpaid balance generates a patient invoice.
For non-CPT cash services, always use POS. Reserve self-pay for patients receiving standard PT care who have no insurance coverage. 
