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Credit Card Terminals

The Credit Card Terminals category provides guidance on setting up, managing, and troubleshooting physical terminals for secure and efficient payment processing.
Jenefer Ysik Joarn Zach
By Jenefer Ysik and 2 others
• 4 articles

Understanding and Using Credit Card Terminals

Credit card terminals offer a secure and efficient way to process payments. All credit card terminal transactions are linked to their respective accounts, and there are two primary methods to complete transactions using these terminals. Below is an explanation of each method and how to manage transactions effectively. Method 1: Manual Payment on the Terminal 1. Process Overview: - Input the payment amount directly on the credit card terminal. - Prompt the patient or customer to complete the payment by tapping, swiping, or inserting their card. 2. Handling the Payment in the System: - Payments processed manually will appear in your account as "Unable to Match." - To reconcile the transaction: - Locate the transaction in your account. - Use the transaction popup to manually match the payment to the correct account or patient. Method 2: Creating a Terminal Payment in the System 1. Process Overview: - In the billing system, click "Create a Payment" and select "Terminal Payment." - Choose the appropriate account or patient. - Input the payment amount. - Send the payment to the terminal, where it will display the amount. 2. Customer Interaction: - The terminal will prompt the patient or customer to complete the payment using tap, swipe, or chip insert. 3. Automatic Matching: - Payments made using this method are automatically matched to the selected account or patient. - If configured, the system will also write back the payment details, saving time and reducing manual effort. Best Practices for Credit Card Terminal Transactions - Choose the Right Method: - Use Method 1 (manual input on the terminal) for quick transactions when account details are not immediately available. Ensure you reconcile these payments later. - Use Method 2 (creating a terminal payment in the system) for more accurate and seamless integration with account or patient records. - Enable Writebacks: - Configure automatic writebacks in the system to streamline record-keeping and ensure payment details are updated in real time. - Regular Reconciliation: - Periodically review payments marked as "Unable to Match" and reconcile them promptly to maintain accurate financial records. FAQs What happens if I don’t reconcile a manual payment? Unmatched payments will remain in your system as "Unable to Match." It’s important to manually match these payments to their respective accounts to maintain accurate records. Can I refund payments made through the terminal? Yes, refunds can be processed through the system by locating the original transaction and selecting the refund option. What happens if the terminal payment fails? If a payment fails, you can retry the transaction or verify the customer’s payment method. The system will notify you of any errors. Credit card terminals provide flexibility in processing payments, allowing for both manual entry and seamless integration with your system. By following these methods, you can ensure accurate payment records and an efficient workflow. For further assistance, please contact our support team.

Last updated on Feb 06, 2025

Managing Surcharge for Credit Card Terminals

When surcharging is enabled for credit card terminals, the system automatically calculates and applies a surcharge to the transaction amount entered. This article explains how surcharging works, how to toggle it off when necessary, and how to handle debit or HSA card payments. How Surcharge Works 1. Automatic Surcharge Calculation: - When you input a payment amount on the terminal (e.g., $100), the system will calculate and add the surcharge automatically. - Example: - Amount entered: $100 - Surcharge (2.39%): $2.39 - Total charged to the customer: $102.39 - The office will receive the net amount of $100, as intended, with the surcharge covering the credit card processing fee. 2. Surcharge Toggle: - If the patient or customer raises concerns about the surcharge, you can toggle off the "Enable Surcharge" button in the payment screen. - When the surcharge is disabled: - Only the original amount (e.g., $100) is sent to the terminal. - The office absorbs the credit card fee of 2.39%, reducing the net amount received. Handling Debit Cards or HSA Cards - No Surcharge on Debit/HSA Cards: - Credit card terminals automatically detect card types when swiped, tapped, or inserted. - If a debit card or HSA card is being used, toggle off the "Enable Surcharge" button before processing the payment. - This ensures the surcharge is not applied, as surcharges are not allowed on debit or HSA transactions. - Non-Surcharged Transaction: - When the surcharge is toggled off, the total amount charged will match the original input (e.g., $100), and the office will cover the associated credit card fee. Best Practices for Surcharging 1. Educate Your Patients: - Clearly communicate that surcharging helps cover processing costs and keeps overall service fees competitive. - Display signs at the point of sale explaining the surcharge policy. 2. Monitor Card Types: - Always verify the card type before processing. Toggle off the surcharge for debit or HSA cards to remain compliant with surcharge rules. 3. Use the Toggle Option: - If a patient raises concerns, you can quickly disable the surcharge to accommodate their preference while maintaining flexibility. FAQs What happens if I forget to toggle off the surcharge for a debit card? The system may process the payment, but this can create compliance issues. Always ensure the surcharge is disabled for debit and HSA card transactions. Will the surcharge appear on the receipt? Yes, the surcharge amount is displayed as a separate line item on the receipt for transparency. Can I enable or disable surcharging system-wide? Surcharging settings are managed at the office level. If you need assistance enabling or disabling this feature, contact our support team. By leveraging the surcharge functionality for credit card terminals, you can cover processing fees efficiently while maintaining flexibility to accommodate patient or customer concerns. For additional support, reach out to our team.

Last updated on Feb 06, 2025

Matching Credit Card Terminal Payments to Patients in the Billing App

Overview If your office processes a credit card terminal payment outside of the billing app, the transaction will be automatically pulled into the app. You can then match the transaction to the correct patient and write it back to your connected Practice Management System (PMS) by following the steps below. Steps to Match a Transaction and Write Back to PMS 1. Locate the Transaction After processing a payment via the credit card terminal, the transaction will appear in the billing app with a note indicating it was created outside the app. The "Status" will show as "Success," but it will not yet be matched to a patient. 2. Search for the Patient In the "Account" section at the top of the transaction details, you’ll see a dropdown menu labeled "Select...". Click on the dropdown to open the search bar. Enter the patient’s name to search for their account. 3. Select the Patient From the search results, select the correct patient to associate the transaction with. 4. Save and Write Back Once the patient is selected, click the "Save" button next to the dropdown. This will enable the "Writeback" option. Click "Save and Writeback" to write the transaction back to your connected PMS, ensuring the payment is properly recorded in the patient’s account. Sending a New Terminal Payment If you need to send a new payment to the credit card terminal: - Navigate to the top menu bar and click "Create Payment." - Select "Terminal Payment" from the options. - Choose the patient the payment is attributed to, and send the payment from there. Important Notes - Transactions processed outside the app cannot be automatically matched to a patient due to the external origin. Manual matching is required to ensure accuracy. - Always verify the patient’s identity before saving to avoid mismatching payments. - If you encounter issues or need further assistance, contact your account manager.

Last updated on May 09, 2025