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Managing Settings

A collection of help articles covering how to customize and configure your account settings, including payments, notifications, and preferences.

By Joarn and 2 others

• 4 articles

General Settings Overview

The General Settings section allows you to configure your account, manage team members, set up payment preferences, integrate with external systems, and customize notifications. Here’s a detailed guide to help you navigate each tab within the General Settings. 1. Account Details The Account Details tab is where you manage the foundational information for your account. Key Features: - Basic Information: - Add or update your practice logo. - Edit the account name and address. - Select your time zone. - Specify the PMS/EHR integration (e.g., OpenDental). - Contact Information: - Update your primary contact phone number and email address. - Configure reply-to phone numbers and email addresses to ensure smooth communication. 2. Manage Team The Manage Team tab enables you to oversee and update the users who have access to your account. Key Features: - Add Team Members: - Use the Add button to invite new team members by entering their name and email. - Search Filters: - Search by location or email address to find specific team members. - Manage Permissions: - Assign users to specific locations or roles. - Remove team members when access is no longer needed. Actions: - Easily remove members using the Remove button next to their profile. 3. Payment Settings The Payment Settings tab allows you to configure your practice’s payment preferences and manage payment hardware. Key Features: - Payment Portal: - Customize and generate a secure Payment Portal Link for your patients to make payments online. - Embed the link in emails, text messages, or on your website. - Credit Card Terminals: - View all connected terminals, including model, device name, and transaction history. - Request a new terminal or manage existing ones. - Surcharge Settings: - Enable or disable surcharges for specific payment types, such as: - AR Payments - Virtual Payments - Terminal Payments - Payment Plan Payments - Membership Payments - Payment Portal 4. Integrations The Integrations tab is where you can manage the connection between your account and external systems like PMS/EHR platforms. Key Features: - Integration Status: - View the current integration (e.g., OpenDental). - Check the last sync date to ensure data is up-to-date. - Upload Files: - Use the Upload button to update integration settings or upload configuration files. 5. Notifications The Notifications tab helps you set up how and when your account receives updates or alerts. Key Features: - Configure email and SMS notifications for: - Payment processing updates. - Integration sync status. - Team activity alerts. - Other account-related updates. - Tailor notifications for specific team members to ensure they receive relevant alerts. How to Access General Settings 1. Log in to your account. 2. Navigate to the Settings section in the dashboard. 3. Use the tabs at the top to access each section (Account Details, Manage Team, Payment Settings, Integrations, Notifications). Frequently Asked Questions Can I restrict team members' access to specific settings? Yes, you can customize user permissions in the Manage Team tab to limit access to certain sections. How do I add a payment terminal? Go to the Payment Settings tab, select the "Request Terminal" option, and follow the prompts. What if my integration stops syncing? Check the Integrations tab for the last sync date. If there’s an issue, click Upload to refresh the configuration or contact support. Can I disable surcharges for certain payment types? Yes, in the Payment Settings tab, you can toggle surcharges on or off for each payment method. With these settings, you have full control over your account, team, and integrations, ensuring your practice operates smoothly and efficiently. For additional assistance, contact support or reach out to your account manager.

Last updated on Feb 06, 2025

Adding a Team Member to Your Account

Managing your team is simple with the Add New Team Member feature. Once a team member is added, they receive an email invitation to set their password, allowing them to access their account and start using the platform. Here’s how you can add a team member step-by-step. Steps to Add a Team Member 1. Navigate to the Manage Team Tab - Log in to your account. - Go to Settings and select the Manage Team tab. 2. Click the Add Button - On the top-right corner of the team management page, click the Add button to open the "Add New Team Member" form. 3. Fill Out the Team Member Details - Name: Enter the full name of the team member. - Email: Provide their email address. This email will be used to send the password setup invitation. - Offices: Assign the team member to specific office locations they will have access to. - Permissions: Check the boxes to assign specific permissions: - Create Payments: Allows the team member to process payments. - Create Refunds: Enables the ability to issue refunds. 4. Click Create - After filling in the required fields, click Create to add the team member. What Happens Next? Email Invitation - The new team member receives an email with a password setup link. - The email includes instructions for creating their password securely. Password Setup - The team member clicks the link in the email to open the password setup page. - They configure their password and gain access to their account. Managing Team Member Access - Editing Details: You can update a team member’s permissions or assigned offices at any time from the Manage Team tab. - Removing Access: If a team member no longer needs access, use the Remove button next to their name to revoke their permissions. Tips for Smooth Onboarding - Check Email Accuracy: Ensure the email address entered is correct to avoid delays in the setup process. - Notify the Team Member: Let them know to expect the email and complete the password setup promptly. - Permission Review: Assign permissions based on the team member’s role to ensure they have appropriate access. Adding a team member to your account is a quick and secure process, enabling your team to collaborate and manage tasks efficiently. If you encounter any issues during the process, contact our support team for assistance!

Last updated on Feb 06, 2025

Managing Credit Card Terminals and Surcharge

The Payment Settings section of your account allows you to manage essential features like adding a credit card terminal and enabling surcharges. These tools are designed to streamline your payment processing and help you manage your practice’s financial operations efficiently. Below, we’ll guide you through the key options. Adding and Managing Credit Card Terminals If your practice uses credit card terminals for in-office payments, you can easily add and manage them in the Payment Settings section. Steps to Add a Credit Card Terminal 1. Request a Terminal: - If you don’t already have a terminal, click the Request Terminal button. Follow the prompts to place an order. 2. Link Your Terminal: - Once you’ve received the terminal, follow the instructions provided to connect it to your account. 3. Verify Terminal Details: - After linking, the terminal details will appear in the Credit Card Terminals section, including: - Model: The type of terminal (e.g., Pax A800). - Added Date: The date the terminal was linked. - Device Name: The terminal identifier. - Transactions and Processed Amounts: A record of how many transactions have been processed and their total value. - Status: Shows whether the terminal is Active. Benefits of Adding a Terminal - Streamline in-office payments by securely processing credit and debit cards. - View transaction and processing details directly in your account. - Ensure compatibility with your payment system for smooth operations. Surcharge Settings Surcharges allow you to pass processing fees to patients for specific payment types. This feature can be enabled or disabled depending on your practice’s preferences. How to Check and Configure Surcharge Settings 1. Go to the Surcharge section within Payment Settings. 2. Enabled/Disabled: - If surcharges are enabled, you’ll see a toggle indicating that the feature is active. - If it’s disabled, you can toggle it on to activate surcharges. 3. Payment Types Supported: - Surcharges can be applied to the following payment types: - AR Payments: Payments for outstanding balances. - Virtual Payments: Payments made through online portals. - Terminal Payments: Payments processed via in-office terminals. - Payment Plan Payments: Recurring payments for patient payment plans. - Membership Payments: Payments for memberships or subscriptions. - Payment Portal: Payments made through your practice’s payment portal. Key Benefits of Surcharge Settings - Helps offset transaction fees incurred during payment processing. - Offers flexibility to apply surcharges to specific payment types. - Can be configured to align with your practice’s financial strategy. Frequently Asked Questions What happens if I don’t have a terminal yet? You can request a terminal directly from the Payment Settings page by clicking the Request Terminal button. Once ordered, follow the setup instructions to link it to your account. Can I enable surcharges for only certain payment types? Yes! The surcharge feature allows you to toggle surcharges on or off for each payment type, giving you full control over how fees are applied. How do I check if surcharges are enabled? In the Surcharge section, look for the Enabled toggle. If it’s green, surcharges are active. If not, you can toggle it on. How can I monitor terminal performance? In the Credit Card Terminals section, you can see detailed information about each terminal, including transaction history and the total amount processed. By utilizing the Payment Settings section, you can manage your credit card terminals and surcharge settings with ease, ensuring a seamless payment experience for both your practice and your patients. If you need assistance, feel free to contact our support team! 4o

Last updated on Feb 06, 2025

Understanding Your Office Fee Profile in the Billing App

Overview The billing app provides a detailed fee profile to ensure transparency in the fees your office charges patients for various payment methods. We’ve updated this profile to include your credit fee structure, showing both percentage and fixed fees applied to transactions, so you can clearly understand and communicate these costs. Fee Profile Breakdown The "Fee Profile" section in the app displays the fees charged to patients for different payment types: Card Not Present Payment This applies to transactions where the card is not physically present (e.g., online or over-the-phone payments): - Fee Type: All Card Brands - Percentage Fee (%): 0.0289 (2.89%) - Fixed Fee ($): $0.00 - Total Fee ($): 2.89% + $0.00 For example, a $100 transaction would incur a $2.89 fee. Card Present Payment This applies to transactions where the card is physically present (e.g., in-person payments via a terminal): - Fee Type: All Card Brands - Percentage Fee (%): 0.0239 (2.39%) - Fixed Fee ($): $0.00 - Total Fee ($): 2.39% + $0.00 For example, a $100 transaction would incur a $2.39 fee. ACH Transfers This applies to payments made via ACH (Automated Clearing House) bank transfers: - Fee Type: ACH - Percentage Fee (%): 0.008 (0.8%) - Fixed Fee ($): $0.00 - Total Fee ($): 0.8% + $0.00 For example, a $100 transaction would incur a $0.80 fee. ACH Percentage Fee Cap This sets a maximum fee limit for ACH transactions: - Percentage Fee Cap: 500 - Fixed Fee Cap: $5 This means the ACH fee will not exceed $5, even if the percentage fee calculation (0.8%) on a large transaction would be higher. For example, on a $1,000 transaction, the fee would be capped at $5 instead of $8 (0.8% of $1,000). Why We Show This We’ve updated the fee profile to include these details for transparency. By displaying the exact fees charged to patients for each payment type, you can: - Understand the cost structure applied to transactions. - Communicate these fees to patients clearly, ensuring there are no surprises. - Make informed decisions about payment methods offered. - We can offer custom rates based on higher volume; reach out to your account manager to discuss this option. Important Notes - Fees are applied automatically based on the payment type and cannot be adjusted directly in the app. - The fee profile applies to all transactions processed through the billing app, ensuring consistency. - If you have questions about your fee profile or need to discuss adjustments, contact your account manager.

Last updated on May 09, 2025