Integrated Credit Card Processing - Helpjuice

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Integrated Credit Card ProcessingValant Integrated Credit Card Processing can be used to collect payments from patients, storecredit card information, and post credits to patient accounts. This user guide is meant to showyou the functionality of integrated credit card processing and common workflows.ContentsCard Manager .1Accepting Payments from the Scheduler.4Definitions .6Apply Patient Credit Card Payment .6Apply Credit Card Credit .8Online Bill Pay.10Patient Perspective.10Automated Payment Processing Window.11Applied to Balance .12Practice Perspective .12Apply Portal Payment .13Resources.14Payments Insider.14PCI Compliance managed by Sysnet .14Elavon Customer Care .14Valant Knowledge Base .14Valant Customer Support .14Card ManagerUsers can access the Card Manager to store patient credit cards for future use. The "CreditCard Charge" permission is required to edit the Card Manager. Valant does not store credit cardnumbers in the EHR. Valant receives a token from our processing partner for each unique creditcard number and store details related to the token. Users can edit all details of a card enteredinto the Card Manager except the credit card number and the CVV.1 Page

To access the Card Manager, Click Persons and Institutions Patients Balances.The Card Manager will be on bottom half of the page. To add a card click New Card Entry Enter in the details of the card and billing information for the cardholder. Mastercard,Visa, Discover and American Express are supported credit card types. The billing fieldswill auto populate with relevant patient information, including email address. Guarantorwill only be selectable if the patient has a guarantor associated with their account. Emailfor Receipt will auto-populate home email from the Contacts tab. If home email is emptybut an email is in the work email, it will populate the email. Click Ok.2 Page

When approved a banner will appear at the top of the page saying “Card successfullyupdated” if it is successful. If for some reason the card cannot be added the user willreceive an error message. When a card is being added outside of a payment workflowthe card number, CVV, expiration date, and billing information is validated with ourprocessing partner. After the card had been added it will be visible in the “Card Manager” and users can clickon the "Actions" drop-down to edit, delete, or view history of the card entry.3 Page

Cards stored in the Card Manager are not accessible through the Patient Portal with Online BillPay. Cards Saved to the Card Manger via the Patient Portal can only be accessed by thepractice. The "Card Manager" tab will be available on every instance of the Automated PaymentProcessing" window.Accepting Payments from the SchedulerThe Accept Payment button on an appointment in the Scheduler is used to process paymentfor a specific date of service directly through the calendar. This is the most popular workflow foraccepting payments from patients. Practices with integrated credit card processing can alsoaccept credit card payments and access the card manager button enabling the creation of acharge, acceptance of payment, and generation of a receipt in one simple process directly outof the calendar. To accept a payment from the scheduler the appointment needs to be recorded,which requires demographic and a diagnosis.To see the Accept Payment option:1. From the navigation menu click on Tools Scheduler.2. On the appointment block right-click on the Appointment Block Appointment Accept Payment.3. The "Accept Payment" window will open and allow users to enter the payment details.4 Page

4. Click Save or Save and Print Receipt. This will complete the workflow unless "AutoPayment CC" is selected as the payment type. This payment type is for practices whouse integrated payment processing and will open the "Automated Payment Processing"window when Save or Save and Print Receipt is selected.5. Input credit card details or select a card stored in the card manager and click Submit.5 Page

Definitions Total Charge field: overall charge for the session, the summation of all primary and addon codes.Primary field: shows the CPT code of the primary transaction code as well as the chargefor that specific procedure.Add-on 1 field: shows the CPT code of the add-on transaction code as well as thecharge for that specific procedure.Add-on 2 field: shows the CPT code of the add-on transaction code as well as thecharge for that specific procedure.Pre-payment Credit field: if the patient has prepayment credit from a prior over paymentthe remaining amount left to still be applied will appear here.Copay field: if the patient has a co-pay listed for him/her then the amount of that co-payappears in this field.Total Payment field: the total amount of payment being accepted.Primary field: the total amount of payment being applied to the primary procedure code.Add-on 1 field: the total amount of payment being applied to the add-on procedure code.Add-on 2 field: the total amount of payment being applied to the second add-onprocedure code.Payment Type drop-down: shows the different methods of payment that can be chosenfrom to reflect the method by which the patient paid for the session.Reference Number field: an optional field that can be used to track the check or cardnumber used to pay for the session.Save button: enables creation of a charge and acceptance of payment withoutgeneration of a receipt.Save and Print Receipt button: this button enables creation of a charge, acceptance ofpayment, and generation of a receipt that the patient can use to submit for insurancereimbursement.Cancel button: this button cancels the accept payment option. Checking this cancels thecreation of a charge and acceptance of payment, and no receipt is generated.Apply Patient Credit Card PaymentCredit Card payments can be processed and applied on the Apply Patient Payment screen. Thispage will be used mostly when accepting a payment after a date of service has happened. Acommon occurrence is a patient making a payment in response to a statement and processingthe payment through this workflow.1. Click Billing Apply Patient Payment2. Select the Patient, date, amount, and select “Auto payment CC” under “Payment Type”3. Click Get Unpaid Transactions6 Page

4. Apply payment amount to the date of service. Click Save5. This will open the “Automated Payment Processing” window. From this window userscan select a card stored in the Card Manager or enter card details directly in the window.Users have the option to save that entry into the card manager. Click Submit to processthe payment.7 Page

After the payment is processed a banner will appear across the page. The payment will bevisible on the View/Edit Charges page. If the "Email for Receipt" field is completed the patientwill receive an e-mail receipt within minutes.Apply Credit Card CreditPractices who utilize Valant's integrated credit card processing can use the Apply Credit CardCredit page to post credits to patients. This will work for any payments taken via the "AutoPayment CC" payment type, as well as other credit card payment types in Valant. Users arerequired to have the Credit Card Credit permission to access the Apply Credit Card Credit. Thepatient transactions that appear in the Credit Card Credit page are limited to charges with acredit card payment. This can be any credit card payment type, not just Auto CC. To apply acredit card credit:1. From the Navigation Menu select Billing Apply Credit Card Credit.2. On the "Apply Credit Card Credit" screen enter details for the patient, credit date, the amountto be credited, and select Get Paid Transactions.8 Page

3. The next screen will show a list of all "Auto Payment CC" payments and a user will need toselect which credit card payment to take the credit from. This page behaves like other paymentgrids in the system. Enter the amount of credit into one or more "Apply" field. Click Save.4. This will open the “Automated Payment Processing” window. This allows the user toinput card details, select a previously saved card, or access the Card Manager to editany existing cards. When applying a credit, it is required to use a card previously saved,save a new card, or save updated card details to process a credit.5. Once the information is completed click Apply Credit9 Page

6. The system will confirm the payment was processed with a banner message when complete.The credit will be visible on the View/Edit Charges page.Online Bill PayOnline Bill Pay allows patients to submit a credit card payment through their Patient PortalAccount. Practices can apply the patient’s payment to their account. In order to use Online BillPay, practices must have the Patient Portal Module, Valant's integrated payment processing,and the Online Bill Pay Module enabled. Users must have the "Easy Billing" permission enabledto access the "Apply Portal Payment" page.Patient PerspectiveThe patient will log into the Patient Portal and click on the “Make a Payment” under “QuickLinks” or on the “Billing” Tab. Clicking either link will open the “Automated Payment Processing”window.10 P a g e

Automated Payment Processing WindowThe “Automated Payment Processing” window will appear which allows the patient to enter theircredit card information, the amount they want to pay, and can check the “Save to CardManager” box to store the credit card for later use. Patients will also have access to the “CardManager” but they can only see cards that were saved from the Patient Portal. This is to protectinformation that was potentially given by someone other than the patient (i.e. divorced parents,or guarantor).11 P a g e

Applied to BalanceAfter successful payment the patient will see a new row added to the grid displaying thepayment date, amount and “Applied to Balance?” on the billing tab. The applied to balance willsay “No” until the practice manually applies the payment. Patients cannot select where thebalance is applied. When a patient submits a payment, their card will be charged but theirbalance will not be updated until the practice manually applies the payment. The patient willreceive an email receipt when the email for receipt field is completed.Practice PerspectiveIn the EHR there is a new Action Item called “Unapplied Portal Payments”. Clicking the actionitem will take the user to the “Apply Portal Payment” page. Users can also access the page byselecting Billing Apply Portal Payment from the navigation menu.12 P a g e

Apply Portal PaymentThis page will show a list of all unapplied portal payments and their specific details. Paymentsmade through the portal are not attached to any specific visit. It is at the discretion of thepractice how to apply those payments.Users should click the “Action” drop-down to apply the payment, view a receipt, convert toprepayment, edit the note or view a history of the payment and any edits. Converting a paymentto pre-payment will change the "Applied to Balance" field in the Patient Portal to say "Yes".When Apply a Payment is selected it will function take users to the Apply Patient Payment andrequire the same workflow as applying a patient payment.13 P a g e

ResourcesPayments Insider Visit https://www.mypaymentsinsider.com/ to access your account information, statements, andto customize reporting and create alerts. To register for this site, you will need your Merchant ID(MID) and last 4 digits of your business bank account.PCI Compliance managed by Sysnet You will be required to validate compliance with Payment Card Industry Data Security Standards(PCI-DSS) within the first 90 days of activation or you may receive non-compliance fees. Pleasevisit https://pcicompliancemanager.com or call 855-750-0747 to begin this process.Elavon Customer Care Available 24/7 by calling 800-725-1243 or via email at custserv@elavon.com. Customercare can assist with questions related to daily account activity, funding, or billing.Valant Knowledge Base Visit Help.valant.com for how-to-guides, videos, webinars, and other training solutions.Valant Customer Support Available 6am – 5pm PST, Monday – Friday at 888-282-8085 or at support.valant.com14 P a g e

required to have the Credit Card Credit permission to access the Apply Credit Card Credit. The patient transactions that appear in the Credit Card Credit page are limited to charges with a credit card payment. This can be any credit card payment type, not just Auto CC. To apply a credit card credit: 1.

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