Part of Chapter 15 of the ViewPoint 7 Training & Users Guide

Transcription

1 VP Credit Card Part of Chapter 15 of the ViewPoint 7 Training & Users Guide VP Credit Card lets you swipe or manually enter credit card payment information directly into ViewPoint and lets you swipe PIN debit transactions. Transactions are authorized quickly over a secure connection. VP Credit Card works with all major credit cards, using free credit card processing software by OpenEdge. With VP Credit Card, you can provide your responsible parties with one receipt that includes the credit card payment information, enhancing your professional image and simplifying transactions for everybody! VP Credit Card also includes features for processing AutoReceipt ACH electronic transfers and credit card payments through OpenEdge. VP Credit Card does have additional hardware requirements, so be sure to read this document carefully. System Requirements... 2 Card Reader Installation Instructions... 2 PIN Pad Installation Instructions... 3 VP Credit Card Setup... 3 If You Have Merchant Accounts for Each Orthodontist... 3 If You Have Merchant Accounts for Each Office Location... 3 MID for Card Present vs. Card Not Present... 4 VP Credit Card Use... 4 Processing Single Credit Card Payments... 4 Processing Single Debit Card Payments... 6 Processing AutoReceipts with Credit Cards and ACH Electronic Transfers... 7 VP Credit Card Reports VP Credit Card Transactions VP Credit Card Transactions by Card Type VP Credit Card Transactions by Date Authorization Agreement for Direct Payments Buckeye Avenue, Ames, IA Sales (800) Support (800) Local/Intl. (515) Fax (515) ViewPoint Credit Card Version 7 ~ August

2 System Requirements These requirements, sources, and prices are correct as of August Please check the current version of this VP Credit Card document at > Support > White Papers or call Ortho2 Software Support at (800) for updated information. The requirements do vary if you plan to process credit cards, PIN debit cards, and/or ACH electronic transfers. Card Reader (Swiper): VP Credit Card can authorize hand entered credit card charges, but the card is typically swiped through a card reader to speed up the process. VP Credit Card Debit requires the card reader. For most systems, we recommend the MagTek USB Keyboard Emulation Mini Swipe Reader Tracks 1 & 2 (white: part # , black: part # ). For terminal server systems we recommend the following PS/2 model: MagTek Mini Wedge Swipe Card Reader Tracks 1 & 2 (white: part # , black: part # ). Card readers are also available from Ortho2. PIN Pad: VP Credit Card Debit requires the cardholder to enter their PIN (Personal Identification Number) at the time the payment is processed. OpenEdge can provide a properly encrypted Verifone PIN Pad. The PIN pad connects to a serial port on your computer. A port replicator is required for legacy free computers. OpenEdge recommends ATEN UC-232A. Internet Connection: Internet access is highly recommended for VP Credit Card to authorize credit card and PIN debit payments, and is required for ACH electronic transfers. Alternately, dial-up access to OpenEdge requires a modem. OpenEdge Merchant Account: Payments posted with VP Credit Card are processed through your OpenEdge (formerly X-Charge) merchant account. Contact OpenEdge Representative David Pike for a free analysis of your existing merchant services and a full comparison on all of the rates and fees involved with processing credit cards. Credit card and PIN debit payments require nothing additional or different with the merchant account. ACH electronic transfers do require an add-on gateway account with separate paperwork also available from David Pike. David Pike Channel Partner Manager Phone: (800) , ext. 484 Fax: (240) david.pike@openedgepay.com OpenEdge Software: The OpenEdge software and installation is provided at no additional charge by OpenEdge and must be reconfigured if you add additional payment types. Requirement Summary Credit Card PIN Debit ACH Electronic Transfer Equipment Internet Connection OpenEdge Account OpenEdge Software Card Reader Recommended Card Reader and PIN Pad Yes (or modem) Merchant Configured by OpenEdge Yes (or modem) Merchant Configured by OpenEdge none Yes, high-speed Merchant w/ Gateway Configured by OpenEdge Card Reader Installation Instructions Install the card reader according to the instructions provided by the manufacturer. 2 Support: (800) ViewPoint Credit Card

3 PIN Pad Installation Instructions Install the PIN pad according to the instructions provided by the manufacturer. Follow these steps to configure and test the pad within ViewPoint: 1 Access the Post Debit Card window as described under Processing Single Debit Card Payments. 2 Click [Configure Debit PinPad]. 3 Select VeriFone PINPad 1000 in the PIN Pad Device field. 4 Select the COM Port to which the pad is connected. Leave Default Message as Ready. 5 Click [Test]. 6 When prompted, press Enter on the PIN pad. 7 Click [OK]. 8 Be sure to click [Cancel] on the Post Debit Card window and click [OK] to confirm that no payment will be posted. VP Credit Card Setup ViewPoint is configured to automatically detect the OpenEdge software. If you will be using the AutoReceipt feature to process credit cards though VP Credit Card, it is necessary to have the appropriate credit card fields (Cardholder, Credit Card #, and Expiration Date) completed on the appropriate Responsible Party tab of each patient with an AutoReceipt contract. If you will be using the AutoReceipt feature to process ACH electronic transfers though, it is necessary to have the ACH Information fields completed in each AutoReceipt contract. Your practice s merchant ID is typically entered in the OpenEdge software, not ViewPoint. If your practice uses multiple merchant IDs, follow the appropriate instructions below. If You Have Merchant Accounts for Each Orthodontist 1 From the ViewPoint Main Menu, click [System Tables] and then [System]. 2 Double-click Orthodontist. Complete each X-Charge field with the information provided by OpenEdge. For an explanation of the two fields, see MID for Card Present vs. Card Not Present later in VP Credit Card Setup. If You Have Merchant Accounts for Each Office Location ViewPoint must be version or higher. 1 From the ViewPoint Main Menu, click [Tools & Utilities] and then [DataTools]. 2 Click [OK] on the DataTools Warning. These specific instructions replace the need to consult with our support staff before running this DataTool. 3 On the VP Extras tab, click (602) Toggle VP Credit Card Posting Method. Click [Run]. 4 The results will display VP Credit Card Posting Method Set to OFFICE. (If it says ORTHODONTIST, simply repeat step 3.) Click [Close]. ViewPoint Credit Card Version 7 ~ August

4 5 From the ViewPoint Main Menu, click [System Tables] and then [System]. 6 Double-click Office. Complete each X-Charge field with the information provided by OpenEdge. For an explanation of the two fields, see MID for Card Present vs. Card Not Present later in this subsection. MID for Card Present vs. Card Not Present There is an X-Charge MID and an X-Charge MID2 field in the Orthodontist and Office tables. These fields need only both be filled in if OpenEdge has provided you one merchant ID to use if the credit card is present, and a another one to use if the card is not present. If you do not have separate present/not present merchant IDs, you can either just fill in the X-Charge MID field and leave the X-Charge MID2 field blank or leave both blank and let the system use to the value entered in the OpenEdge software (GPNHDA.ini). If you are set up with OpenEdge to use both of these fields, the information needs to be put in the appropriate table (office or orthodontist) for all entries in that table. ViewPoint uses the value in the X-Charge MID2 field for receipts posted through the AutoReceipt feature and for single credit card payments made with Manual Card Entry. All other credit/debit card transactions (i.e., all swiped transactions) will be posted using the X-Charge MID value. VP Credit Card Use The use of credit cards, debit cards, and/or ACH electronic transfers does vary. Single Payment AutoReceipts Available in Canada Credit Cards Yes Yes Yes * PIN Debit Yes No No ** ACH Electronic Transfer No Yes * No * Minimum OpenEdge software version is required; contact OpenEdge for details ** OpenEdge does have a similar feature, but it does not automatically post in ViewPoint patient Ledgers. Processing Single Credit Card Payments 1 To process a credit card payment, first access the Post Transaction screen for that patient, chose the contract, and fill in the fields as you normally do when posting a payment. 2 Once you select credit card as the method of payment, be sure Use VP Credit Card Integration is selected. Click [Post]. 3 When the Confirm Transaction screen appears, review the information and click [Yes]. 4 Support: (800) ViewPoint Credit Card

5 4 The Post Credit Card window will appear. If you have the card in hand, swipe it in the card reader plugged into your computer. The necessary information will fill in automatically when the card is successfully swiped. Click [Post]. If you do not have the card in hand, select Manual Credit Card Entry at the bottom of the screen. Then type in the information. Click [Post]. 5 A screen indicating that the transaction is being processed will appear. 6 Another screen will appear to indicate whether the transaction was Approved or Declined. If card is approved you will get an approval code. If the card is declined, a decline code will appear depending on the reason. Assuming you get an approval, click [OK]. 7 The receipt choices available in the Choose Report window depend on whether you have installed the epad necessary for VP Signature. Select the desired format and click [OK]. CC stands for Credit Card. CCE stands for Credit Card with epad. 8 If you use VP Signature, direct the cardholder to sign the epad. Then click [OK] on the VP Signature for VP Credit Card window. For complete information on setting up and using VP Signature, refer to the VP Signature documentation. The receipt will print two copies, and you are finished. You have authorization on the card, payment is posted in ViewPoint, and a copy of the receipt is stored in the patient s correspondence history. Receipt-CC - Business Card Receipt-CCE - Business Card ViewPoint Credit Card Version 7 ~ August

6 Receipt-CC - Third Height Receipt-CCE - Third Height Processing Single Debit Card Payments 1 To process a PIN debit payment, first access the Post Transaction screen for that patient, chose the contract, and fill in the fields as you normally do when posting a payment. 2 Once you select debit card as the method of payment, be sure Use VP Credit Card Debit Integration is selected. Click [Post]. 3 When the Confirm Transaction screen appears, review the information and click [Yes]. 6 Support: (800) ViewPoint Credit Card

7 4 The Post Debit Card window will appear. Swipe the card in the card reader plugged into your computer. The necessary information will fill in automatically when the card is successfully swiped. Click [Post]. 5 When prompted by the beep have the cardholder enter the PIN. A screen indicating that the transaction is being processed will appear. 6 Another screen will appear to indicate whether the transaction was Approved or Declined. Assuming you get an approval, click [OK]. 7 Select the desired receipt format and click [OK]. The receipt will print, and you are finished. You have authorization on the debit and payment is posted in ViewPoint. Processing AutoReceipts with Credit Cards and ACH Electronic Transfers The AutoReceipt feature allows you to set up regular automatic payments for your patients contracts. This allows you to save time posting payments when you have set up an agreement to charge their credit card every month or make regular withdrawals from their bank account. You always have the opportunity to review and cancel any payments before posting them to ViewPoint. A contract with an AutoReceipt contract is indicated by an X in the AR column on the Contract tab of the patient folder. If you use the AutoReceipt feature to process credit cards though VP Credit Card, it is necessary to have the appropriate credit card fields (Cardholder, Credit Card #, and Expiration Date) completed on the appropriate Responsible Party tab of each patient with an AutoReceipt contract. If you use the AutoReceipt feature to process ACH electronic transfers though VP Credit Card, it is necessary to have the ACH Information fields completed in each AutoReceipt contract. Creating AutoReceipts AutoReceipts are created on the Contact tab of the patient folder. 1 Select the contract for which you wish to create an AutoReceipt contract, and click the AutoReceipt button. ViewPoint Credit Card Version 7 ~ August

8 2 Click [New] and enter the details of your agreement with the responsible party. Next Date: This is the next date on which you will automatically post a payment from this responsible party. End Date: This is the date on which you will automatically post the last payment of this amount. Recurring Receipt Every Months: Sometimes called Cycle, this is the number of months between payments. Typically, this is 1. Use 3 if this party is paying quarterly. Amount: This is the amount that will be posted each time for this AutoReceipt contract. Method: This is the method of payment. Both Credit Card and Electronic Transfer can be used with VP Credit Card. Description: This is the description that will appear on the Deposit Slip, Receipt, etc. 3 Under Payment Integration Type, select X-Charge. 4 If this is an electronic transfer AutoReceipt, fill in the additional ACH Information fields. 8 Support: (800) ViewPoint Credit Card

9 For security, after you exit and reenter the AutoReceipt Contract window, all but the last digits of the routing and account numbers will be masked out. If you need to make any changes, you will need to completely retype both numbers. 5 Click [Save]. The new AutoReceipt contract now appears in the list above. 6 If necessary, create a second AutoReceipt contract for any additional payments this party has agreed to make on different dates or for different amounts. For example, a final payment at a lower amount. 7 Click [OK]. 8 If this is a credit card AutoReceipt, click the Responsible Party tab and be sure the following fields have the correct information: Cardholder, Credit Card #, and Expiration Date. Editing AutoReceipts To edit an AutoReceipt contract, access the AutoReceipt feature just as you would when creating an AutoReceipt. Select the AutoReceipt contract you wish to modify, make the necessary changes, and click [Save]. To delete an AutoReceipt contract, select it and click [Remove]. To delete all AutoReceipt contracts for this contract, click [Remove All]. Posting AutoReceipts Once a month, or as often as you have AutoReceipts set to be paid, you should review and post the payments. Access the AutoReceipt Review in this way: From the Main menu, click [Daily Activities] and then [AutoReceipt Review]. Notice the number of receipts set to post appears in parentheses on the [AutoReceipt Review] button. The Review AutoReceipts window details each transaction that is scheduled to be posted. ViewPoint Credit Card Version 7 ~ August

10 Each transaction contains two lines of information. The double row of column titles at the top of the screen indicates the information contained in each column. The first line of information contains the Next Date that the transaction is due, the Patient Name, the Billing Name to whom this transaction will be posted, the Subscriber of the insurance policy (if applicable), the Amount of the transaction, and the Description of the transaction. The second line of information contains the Credit Card Number (if applicable), the Credit Card Expiration Date, Credit Card Phone Number, the responsible party Address, the responsible party Zip Code, whether this is an ACH transaction, and the patient s current Account Balance. Click any column heading to highlight that information for each transaction. For security reasons, complete credit card information appears only for users whose security rights allow full access to credit card information. Only the last 4 digits appear for users without these rights. For information on controlling access to credit card information, see Security in Chapter 7: Tools & Utilities and Plug Ins. 1 Review the list of pending AutoReceipts. Limit this list, if you choose, by selecting a particular Office, Orthodontist, or Payment type. You may want to only process office one s receipts at office one and office two s receipts at office two. You may want to process Dr. Smith s receipts and Dr. Jones receipts separately. Your office protocol may be to process all the credit cards and then all the ACH contracts. 2 Select the transactions you wish to post to your patient folders. You may click the box beside a transaction to select/clear it, or click the [Select All] or [Select None] buttons to select/clear all transactions. Notice the total amount of money to be posted from the selected transactions appears at the bottom of the list. 3 If there are any transactions you do not wish to post at this time, you can leave them pending or delete them. Delete any transactions you will not want to post by checking the box beside the transaction to select it, then clicking the [Delete] button. The selected payment is removed, but the AutoReceipt cycle in the patient folder remains intact. To permanently alter an AutoReceipt cycle, follow the instructions for Editing AutoReceipts above. 4 Click [Print] if you wish to generate a report of the transactions. 5 The following three options only apply if you use VP Credit Card. If you want VP Credit Card to process the credit card transactions, select Use VP Credit Card Integration at the bottom of the screen. If the box is NOT checked, the Post function does NOT actually charge the credit card. If you select Use VP Credit Card Integration and would like the system to prompt you for any individual s credit card information that may be missing, select Prompt for Missing Credit Card Info. If any information is missing and this option is not selected, you will need to correct it in the patient s folder and then return to the Review AutoReceipts screen. If you want VP Credit Card to process the ACH transactions, select Use VP Credit Card ACH Integration at the bottom of the screen. If the box is NOT checked, the Post function does NOT actually submit the charge to the bank. 6 Click [Post]. The message All receipts posted successfully (or a message indicating errors) will appear. In either case, you will have the option to view the log. Because your client has an opportunity to deny the transaction, be sure to use the reports provided by OpenEdge to follow up. Any canceled transactions need to be manually reversed in the patients ledgers. 10 Support: (800) ViewPoint Credit Card

11 VP Credit Card Reports There are three ViewPoint reports that are designed specifically for VP Credit Card. Additional reports are available from OpenEdge and should be checked regularly to be sure there were no difficulties with any of the transactions. To access these reports, begin at the Main Menu, click [Practice Reports] and then [Financial]. There you will also find several AutoReceipts reports. For complete information on accessing and printing reports, see Chapter 5: Practice Reports. VP Credit Card Transactions This report itemizes all VP Credit Card transactions for any selected range of Transaction Reports. You can choose to sort the transactions by patient, responsible party, or date. The report includes patient name and primary ID; responsible party name; date, description, and amount of the transaction; card number and type; approval code; AVS result; and CVV2 result. VP Credit Card Transactions by Card Type This report has the same options and information as VP Credit Card Transactions, but the report is divided into subsections by card type with subtotals. VP Credit Card Transactions by Date This report has the same options and information as VP Credit Card Transactions, but the report is divided into subsections by date with subtotals. Authorization Agreement for Direct Payments An authorization agreement for printing with the ViewPoint Word merge and storing in the patient s correspondence history is included with ViewPoint: Direct Payment.doc. (If you installed ViewPoint prior to the release of ViewPoint 6.0, this document may not be listed in your Letter Library. For instructions for adding it, see Installing the Letter Library in the About the ViewPoint Letter Library section of Chapter 8: Word Processing.) When you merge and print the document, a copy matching what printed is added to the patient s correspondence history. To be paperless, you will want to scan the document into the correspondence history after the account holder fills it out. If you are not familiar with this process, refer to the VP Document documentation. ViewPoint Credit Card Version 7 ~ August

12 Unless you set up ViewPoint user accounts with varying degrees of rights, any employee would have access to this patient s sensitive financial information by viewing the agreement in the patient s correspondence history. To prevent this, give only the appropriate people the rights Manage Restricted Correspondence and Restricted Correspondence. For information on creating and editing user accounts, see Security in Chapter 7: Tools & Utilities and Plug Ins. After the completed agreement is scanned into the Correspondence History, someone with Manage Restricted Correspondence rights should right-click it and select Restrict Item. 12 Support: (800) ViewPoint Credit Card