They provide fast, secure, and reliable checkout — even when your clinic’s internet is unstable or offline.

This article covers:

• What PAX terminals do

• How they integrate with Payments in ClinicOS

• Setup and pairing

• Offline mode and queue behavior

• Daily use

• Troubleshooting

• Best practices

What PAX Terminals Are

PAX Android terminals are modern all-in-one payment devices that support:

• Tap

• Chip

• Swipe

• Digital wallet payments

They connect directly to your clinic’s payment processor and sync automatically with ClinicOS.

Unlike traditional standalone terminals, PAX devices:

• run on Android

• have a full touchscreen

• can be assigned to rooms or staff

• support offline payments (up to your processor’s approved limits)

They are purpose-built for clinics needing fast in-room checkout and reliability during network issues.

Key Features

1. Fully Integrated With ClinicOS

Once paired, PAX terminals work seamlessly inside the Payments overlay:

• ClinicOS sends the total to the terminal

• Client taps/chips/swipes

• Confirmation flows back into ClinicOS

• Invoice + Payment Reconciliation update instantly

No manual keying, no double entry.

2. Offline Processing (Critical Feature)

If your clinic’s internet drops, PAX terminals can continue taking payments using secure offline storage.

How Offline Mode Works

• The terminal securely stores the encrypted transaction

• Payments process automatically once the network recovers

• Staff do not need to re-run cards

• No downtime at checkout

Offline Limits

Your processor sets:

• Maximum offline amount per transaction

• Maximum total offline volume

• Allowed card types

• Retry rules

ClinicOS does not control these limits — they are provider-defined.

Offline processing ensures your clinic isn’t stranded during:

• power blips

• ISP failures

• router outages

• heavy storms

You keep working. Payments keep flowing.

3. Secure by Design

PAX terminals use:

• end-to-end encryption

• tokenization

• PCI-DSS compliant processing

• hardware-level security modules

No readable card data is ever stored on the device or inside ClinicOS.

4. Room-Side & Front Desk Checkout

Terminals can be:

• assigned to specific exam rooms

• shared by the front desk

• used as mobile checkout units

This allows:

• curbside payments

• room-side discharge

• technician-driven checkout workflows

Setting Up a PAX Terminal

Step 1 — Power On

Unbox, plug in, and power on the terminal.
Connect to WiFi or Ethernet.

Step 2 — Open Payment Settings

In ClinicOS:
Admin → Payment Settings → Terminals

Step 3 — Pair the Device

1. Tap Pair New Terminal

2. Enter the pairing code shown on the PAX device

3. Assign the terminal a label (e.g., Room 3, Treatment, Front Desk 1)

4. Save

Step 4 — Test a $0.01 Transaction

Confirm the terminal:

• receives the amount

• processes correctly

• sends confirmation back

If the test works, the terminal is ready for daily use.

Daily Use

Launching a Payment

1. Open Payments from CarePlan, Invoice, or Estimate

2. Select “Use Terminal”

3. Choose the correct device (Room 1, Front Desk, etc.)

4. Terminal displays the amount

5. Client taps/chips/swipes

6. ClinicOS closes the checkout automatically

Printing Receipts

PAX terminals can print receipts directly, or you can email/print them from ClinicOS.

Offline Mode Behavior

PAX terminals become invaluable when internet issues occur.

How Staff Know It’s Offline

• Terminal banner turns yellow (depends on model)

• A small “Offline” indicator appears

• ClinicOS continues working normally

What Staff Should Do in Offline Mode

• Proceed as usual

• No need to switch systems

• Do not reboot the terminal

When Internet Returns

• Terminal reconnects automatically

• Offline transactions begin processing

• Completed payments sync into ClinicOS

• Any failures appear in Payment Reconciliation

If a Payment Fails Post-Reconnection

You’ll see a processor rejection message in Payment Reconciliation.
Staff can then:

• contact the client

• retry the card

• adjust the invoice if necessary

Troubleshooting

Terminal Not Responding

• Restart the device

• Ensure it’s on WiFi or Ethernet

• Check network name/password

• Unpair → Re-pair via Payment Settings

Payments Stuck in “Pending”

• Terminal may be offline

• Wait for reconnection

• Check Payment Reconciliation

• Do not re-run the card unless confirmed as failed

Client Says “It Didn’t Register”

• Confirm the transaction in Payment Reconciliation

• Check the terminal transaction list

• Look for duplicates before refunding

Terminal Won’t Pair

• WiFi restrictions or firewall

• Wrong pairing code

• Processor credentials not fully activated

• Device not registered in your payment provider account

Best Practices

1. One Terminal per High-Traffic Area

Exam rooms
Front desk
Treatment

Prevents bottlenecks.

2. Keep Devices Plugged In

Reduces latency and improves stability.

3. Avoid “double clicking” payments

Especially when the terminal seems slow — it prevents accidental duplicates.

4. Review Offline Queue Daily

Admins should check Payment Reconciliation after storms or outages.

5. Label Terminals Clearly

Helps staff choose the correct device in ClinicOS.

Where PAX Data Appears in ClinicOS

• Patient record (as part of the invoice)

• Invoice history

• Payments overlay logs

• PawthosX Business Presence & Payment Reconciliation

If a PAX device processed it, it will appear across all three.

When to Escalate to Your Payment Provider

Escalate only when:

• Terminal won’t activate

• Offline queue will not clear

• Repeated processor rejections

• Firmware updates fail

• Device appears frozen or locked at boot

ClinicOS will show processor messages — these help support teams identify the cause.