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To add a new device, navigate to the MacPractice Menu > Preferences / Settings > TSYS Card Processing and click the Green Plus above the Card Processing Devices table. Clicking this will open up a new window where you can enter the details of the Card Processing Device.
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We know that not all offices have the same AVS requirements set up on their account so we will allow users to set their AVS options specific to their requirements in Preferences > TSYSCard Processing.
Regardless of what options are set here, setting up an account's Wallet will require both Address and Zip Code verification.
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The purpose for adding a custom Payment Type is for your organizational purposes. If you want to track a specific type of insurance credit card payment, say from a particular insurance company, you could add a custom Payment Type which you could then track more easily via our Reports.
Setting the TSYS Card Receipt Form (optional)
The last step is to set a Card Receipt Form in Preferences so when you print off a Credit Card Receipt, MacPractice knows which form to use.
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Each of these is a particular method for processing the payment, divided up into three methods; Transmit, Manual, and Forced. We'll describe each one in turn.
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Credit - Manual
Credit - Manual allows a user to manually enter in credit card information from MacPractice.
When you enter an amount for the credit card payment and select this option from the Card Entry Method drop down, the button immediately below the drop down menu will change to "Manual Entry".
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When you click the Manual Entry button, it'll bring up a window where you can enter the card details.
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This method has the advantage of not needing the card reader physically present, which is great for situations such as processing payments made through statements or mail. (although the Card Reader must still be available on the same network as the MacPractice Server!)
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The Card Number and Expiration Date fields are required. CVV may be necessary depending on how your TSYS account and hardware is configured.
Once you click Submit, you'll be returned to the payment window, and you'll see a spinning wheel below the Manual Entry button. Once it completes, you'll get a confirmation message listed in the Payment Window, as shown in the screenshot below.
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From here, the approved credit card transaction will reside in this payment on the ledger. You also have until the credit card batch is closed and approved to void the transaction by using the "Void Transaction" button, which we'll discuss later in Voiding Transactions.
Credit/Debit - Transmit
The Credit - Transmit and Debit - Transmit options both allow you to use a credit/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.
Functionally, the Transmit option works similarly to the Manual option. In the payment window, you'll enter in the Amount as normal, then select the Credit or Debit - Transmit option from the Card Entry Method drop down. Upon selection, you'll see the button below the drop down menu change to "Transmit to Device". When this is clicked, the payment window will have a spinning indication that says "Waiting for Device". At this point, you should swipe the credit or debit card.
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If you wait too long to swipe a card, the "Waiting for device..." prompt as shown in the above screenshot will time out.
Depending on how your PAX card reader is configured, the patient may need to verify additional information, and will be prompted via the device. When the card processes successfully, you'll see a confirmation message in the Payment Window, much like the Manual method.
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Forced Transactions (Credit - Forced)
Normally, the Credit - Forced option is used when you have received a Declined message after attempting to process a card via the first three methods, as shown in the screenshot below.
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In this situation, a patient can contact the credit/debit card company's phone number (typically printed on their card) to obtain an Auth (Authorization) code that will allow the payment to be processed.
When you receive the Declined message, select the Credit - Forced Card Entry Method from the drop down. The button will change to "Force Transaction".
When you click this button, a prompt will appear asking for an Auth Code, and the card information again.
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The Forced method can also be used to re-enter a credit/debit transaction that was deleted from the card reader, or if the connection from the card reader to TSYS was interrupted. By accessing the transaction/auth # from the TSYS portal and entering it into the Auth Code field, you can re-enter this information into MacPractice without re-processing the card.
Card on File
This option will allow you to select a Card on File in the Account's Wallet. We cover Setting Up the Wallet in a later section of this article here.
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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Partially Approved Payments
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