Creating a Payment

How to Create a Virtual Payment

The virtual payment feature allows users to manually process payments for customers using their payment card or bank account details. Follow these simple steps to create a virtual payment: Navigate to the Payment Screen: - Open the billing app and locate the Create Payment option in the main menu. Choose Payment Type: - In the Payment Type dropdown, select Virtual Payment. Select an Account: - Use the Account field to search for and select the appropriate customer account. Enter the Payment Amount: - Input the total payment amount in the Amount field. - If applicable, toggle the Enable Surcharge option to add a convenience fee for online payments. - Disclaimer: The office must be enabled for surcharge. Add a Note (Optional): - Include any necessary transaction details in the Note field. This note will appear in the payment history for reference. Enter Payment Method Details: - Under Payment Method, choose whether the customer is paying via Card or Bank Account. - For Card Payments: - Input the customer’s card details, including the Card Number, Expiration Date, CVC, and ZIP Code. - For Bank Account Payments: - Enter the customer’s bank account number and routing number. Review and Submit: - Once all details are entered, double-check the information for accuracy. - Click the Process Payment button to complete the transaction.

How to Create a Terminal Payment

Terminal payments allow you to send payment amounts to a physical card terminal for in-person transactions. This guide walks you through creating a terminal payment. Steps to Create a Terminal Payment - Open the billing app and go to the Create Payment option. Choose Payment Type: - From the Payment Type dropdown, select Terminal Payment. Select an Account: - Use the Account field to search for and select the patient account. Choose a Card Terminal: - In the Card Terminal dropdown, select the terminal you want to use. If no terminal is listed, see the note below for assistance. Enter the Payment Amount: - Input the amount in the Amount field. - Toggle the Enable Surcharge option if you wish to add a 2.39% surcharge for in-person payments. Note: The office must be enabled for surcharges. Send the Amount to the Terminal: - Click the Send to Terminal button to send the payment amount to the card terminal. - Alternatively, you can manually key in the payment amount directly on the terminal. Complete the Transaction: - The customer can insert, swipe, or tap their card on the terminal to complete the transaction. Important Notes - No Terminal Linked? If your office does not have a credit card terminal linked to the system, contact our support team, and we’ll provide assistance with setting one up. Frequently Asked Questions - Can I manually enter card details for terminal payments? No, terminal payments require a linked card terminal. Use the virtual payment method for manual card entry. - What happens if the terminal doesn’t respond? Ensure the terminal is connected and selected correctly. Contact support if the issue persists.

How to Process an Insurance Payment

Insurance payments allow you to process virtual cards provided by insurance companies instead of relying on Explanation of Benefits (EOBs). Here’s how to process an insurance payment. Steps to Create an Insurance Payment - Navigate to the Payment Screen: - Open the billing app and go to the Create Payment option. - Choose Payment Type: - From the Payment Type dropdown, select Insurance Payment. - Select an Account: - Use the Account field to search for and select the appropriate customer account. - Add Payer Details: - In the Payer field, select the insurance provider responsible for the payment. - Enter the Payment Amount: - Input the total amount provided by the virtual card in the Amount field. - Attach to a Claim (Optional): - If applicable, add the claim ID to attach the payment to a specific insurance claim. - Enter Payment Details: - Under Payment Method, manually input the virtual card details, including: - Card Number - Expiration Date - CVC - ZIP Code - Submit the Payment: Frequently Asked Questions - What if the virtual card doesn’t process? Double-check the card details and try again. Contact support if the issue persists. - Do I still need to reference the EOB? No, insurance payments using virtual cards replace the need to rely on EOBs for payment.

How to Send a Payment Request

Payment requests allow you to send a request for payment directly to a patient. Follow these steps to send a payment request. Steps to Send a Payment Request - Navigate to the Payment Screen: - Open the billing app and go to the Create Payment option. - Choose Payment Type: - From the Payment Type dropdown, select Payment Request. - Select an Account: - Use the Account field to search for and select the patient’s account. - Select a Template: - In the Templates dropdown, choose a preconfigured payment request template (e.g., Basic Payment Request). - Enter Payment Details: - Input the Amount Requested in the corresponding field. - Add Contact Information: - Provide the patient’s Email Address and/or Phone Number. - Customize the Email Subject and Message Content: - Adjust the subject line and message content if needed. Include a personalized message and ensure the statement link is accurate. - Send the Payment Request: - Click the Send Payment Request button to send the request to the patient via email or text. Frequently Asked Questions - What if the patient doesn’t receive the payment request? Ask the patient to check their spam or junk folder. Verify that the contact information is correct. - Can I use custom templates? Yes, you can create custom templates for specific scenarios. Be sure to include a payment or statement link in the message.

Creating Batch Payment Requests in the Billing App

Overview The billing app allows you to streamline payment collection by creating batch payment requests. This feature enables you to select multiple accounts and send a single payment request, with each account receiving a unique link to complete payment for the amount owed on their account. Steps to Create a Batch Payment Request 1. Navigate to Create a Payment From the main dashboard, click on the "Create a Payment" option in the top menu bar. 2. Select Payment Request as Payment Type In the payment type dropdown, choose "Payment Request" to initiate a request for payment instead of processing a payment directly. 3. Multi-Select Accounts Navigate to the "Accounts" or "Outstanding" page. Use the checkboxes to multi-select the accounts you want to include in the batch payment request. You can select as many accounts as needed. 4. Choose Payment Request Action With the accounts selected, choose the "Payment Request" action from the available options. This will generate a single request that includes all selected accounts. 5. Review and Customize The app will display a summary of the selected accounts and the individual amounts owed. You can add a personalized message (optional) to be included with the payment request. 6. Send the Request Click "Send" to distribute the batch payment request. Each selected account will receive an email or notification containing a unique payment link specific to their account and the amount they owe. Completing Payments - Recipients will click the unique payment link provided in their email or notification. - The link will direct them to a secure payment page where they can enter their payment details to settle the amount owed on their account. - Once payment is completed, the status will update in the billing app, and you’ll receive a confirmation. Important Notes - Each payment link is unique to the account and cannot be used by others, ensuring secure transactions. - The total amount owed for each account is automatically pulled from the app’s records and displayed in the payment request. - If an account has multiple outstanding balances, the link will reflect the total amount due. - For assistance with batch payment requests or troubleshooting, contact your account manager.