This article covers the basic functionality inherent in our new payment processing service, MacPractice Integrated Payments.
If you are interested in purchasing MacPractice Integrated Payments on your license, don't hesitate to contact our Sales Team at accountmanagement@macpractice.com for further assistance.
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You will need to be on the latest Build of MacPractice Gen 15 in order to take advantage of all MacPractice Integrated Payments' features. |
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Setting Up MacPractice
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Payments
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Once you've made the decision to purchase MacPractice Integrated Payments on your license and completed the application process, our Implementation Team will call and schedule an appointment to complete the setup on your MacPractice Server.
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Once you’re on the Admin Portal, you can access the configuration page for MacPractice Integrated Payments by clicking on the Card Processing tab at the top left of the Admin Portal:
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The Payments Manager Authorization, which contains a key that MacPractice Support provides to activate this feature. You’ll want to leave this field alone.
A section to add and remove Card Processing Machines on your Server. If you acquire additional card processing devices, or you need to disable one, you’ll come here to make these adjustments.
A Global Preferences header, where you’ll be able to enable Surcharges for eligible cards. You can read more about Surcharging in the next section below.
Setting up Surcharges (Build 15.18+)
Surcharges is a new feature in Build 15.18+ of MacPractice that allows you to add on an additional processing fee to credit card transactions.
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It is critical to understand that MacPractice as a software is designed for use in several states with varying laws regarding adding surcharges to card payments. It is the practice’s responsibility to ensure they are complying with local, state, and federal laws. |
Using MacPractice Integrated Payments
Whenever you post a Card payment in an Account's ledger in MacPractice, you'll now see an option in the upper right corner of the Payment Window to select a Card Entry Method. If you have any questions or concerns regarding the information provided here, or you simply need assistance, don’t hesitate to reach out to our Support Team!
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Please note that some features such as Manual Payments and Card-On-File payments are only available on Build 15.16+ of MacPractice. |
Card Processing Options
Credit/Debit - Transmit
The Credit - Transmit and Debit - Transmit options both allow you to use a physical credit or debit card on your Card Processing Device, via swiping, or tapping, or any method the card reader supports. For our purposes, we'll refer to this action as "swiping". The "transmit" phrase refers to transmitting the card information from the machine to MacPractice.
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If you need to cancel a currently processing transaction, we recommend attempting to cancel it on the card processing device itself.
Credit - Manual
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The ability to input Manual Credit payments is in Build 15.16 of MacPractice. |
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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
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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.
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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.
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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Once you’re satisfied, click the “Submit Refund” button to process your refund!
Refunding to Check
If you find yourself in a situation where you need to issue a refund by check, the best way to accomplish this is to select the credit/debit payment in a ledger, then select Refund as you normally would, and then check the "Refund Credit by Cash or Check" option in the Refund window. You'll still need to ensure that there is an unapplied portion of the payment to refund.
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When you are satisfied, click OK. This will create a refund line item in the ledger, and you can then proceed with refunding the patient.
Printing a Receipt
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The Transaction Log
In MacPractice Build 15.16+, credit card transactions can be located in the Transaction Log.
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Void: This action will attempt to Void the selected transaction. Voiding a transaction will only be successful if the current credit card batch is still open.
It is important to note that a voided transaction will not be displayed when looking at a patient's ledger. If you void a transaction, you should immediately navigate to the patient's ledger to address the payment accordingly. We typically recommend refunding the card payment without entering a credit card so the ledger correctly adjusts the balance accordingly, then adding a comment to that refund to document what happened.Print Receipt: This action allows you to print a credit card receipt for the selected transaction, as described in Receipts. This method does not create a new Receipt ledger item. This option functions for both patient and insurance credit card payments.
Go To Transaction: This action will take you to the selected transaction in the appropriate ledger.
Post as New Patient Payment: This action is used on Non-Ledger Transactions. With a non-ledger transaction selected, you can use this action to post the transaction to a patient's ledger as a new patient payment. You'll be prompted to select the patient you wish to post the payment to. This will allow you to post the payment without having to re-run the credit card transaction.
Post as New Patient Insurance Payment: This action is used on Non-Ledger Transactions. With a non-ledger transaction selected, you can use this action to post the transaction to a patient's ledger as a new insurance payment. You'll be prompted to select the patient you wish to post the payment to. This will allow you to post the payment without having to re-run the credit card transaction.
Post as new Bulk Insurance Payment: This action is used on Non-Ledger Transactions. With a non-ledger transaction selected, you can use this action to post the transaction to a bulk insurance payment for an insurance company. You'll be prompted to select the Insurance Company you wish to post the payment to. This will allow you to post the payment without having to re-run the credit card transaction.
New Non-Ledger Sale: This action is used with no transaction selected. It allows you to run a credit card transaction that is not associated with a ledger patient or insurance payment. You can later post it as a patient/insurance payment with the above "Post as New Payment" actions if you wish. Non Ledger Sales are not reflected on any patient balances and will not appear on reports.
New Non-Ledger Refund: This action is used with no transaction selected. It allows you to run a credit card transaction that is not associated with a ledger refund. This option should be used sparingly, as a blind credit sent to TSYS without a connected transaction will raise a flag with their risk mitigation team and will likely be subject to review by TSYS. Non Ledger Refunds are not reflected on any patient balances and will not appear on reports.
Non-Ledger refunds cannot be tied to any ledger items like Non-Ledger Sales can be.
The Integrated Payments Portal
You’ll also be granted access to the Integrated Payments Portal provided by ValPay. This Portal contains records of all transactions made via MacPractice Integrated Payments. The video attached below provides an overview of the portal.
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