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From here, the approved credit card transaction will reside in this payment on the ledger.
Setting up an Account Wallet for Card-On-File transactions
In order to set up recurring payment schedules via Credit Card or to process credit cards on file, you'll need to set up a Wallet for the patient's account. This is essentially a container for the Account's available payment methods on file.
On the Account Tab in the Patients Ability, we have added a new Tab, the Wallet Tab where the user can add Wallet entries for Credit Cards. This can be found in the Patients Ability > Account Tab > Wallet Tab.
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Here, you can review the Credit Cards on file in this account's wallet. You can add Credit Cards by clicking the Green Plus above the corresponding table you wish to add to.
Adding Credit Cards
By clicking the Green Plus above the Credit Cards table, you can add a Credit Card to this account's Wallet. A window will appear where you can enter the card's information.
By double clicking a Credit Card entry, you can edit the Nickname. To adjust any other details such as the card number, you'll need to add a new card as you cannot alter card information once initially entered.
By clicking the Red Minus with a card selected, you can archive that card, removing it from this table and as an option
Credit Cards added to the account can only be used for Patient Card payments, not Insurance Card payments.
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Cardholder Name: The Cardholder Name as it appears on the card in question. This is not a required field by the software, but we strongly recommend completing this field.
Card Nickname: A user-defined Nickname for this card. This has no impact on whether a card will process, and is merely used as a reference. For example, you could add a Nickname of "Mom's card" if the Credit Card belongs to the mother on the account.
Card Number: Required. The number of the credit card in question.
CVV: The 3 or 4 digit CVV code on the Card in question.
Expiration Date: Required. The Expiration Date of the credit card in question.
Street Address: Required. The Street Address associated with the credit card in question.
Zip Code: Required. The Zip Code associated with the credit card in question.
Set as Default Credit Card checkbox: Allows you to set the default credit card that will be used for this account.
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Once a card is on file, you will then have an option available in the ledger when posting a new card payment to utilize a Card on File in the "Card Entry Method" drop down menu, located in the upper right hand corner of the Payment Window:
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When selected, an additional drop down menu will appear below the Card Entry Method menu which will allow you to either select one of the cards that are on file in this account, or you can add a new one on the fly.
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Refunds
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On occasion you'll need to issue a refund to a credit or debit card. Thankfully, refunding a credit card payment is as simple as refunding a normal payment.
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