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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 Payments' features. |
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Setting Up MacPractice Payments
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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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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.
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.
First, select the payment in the Ledger with the credit card transaction you'd like to refund, and select Refund from the "Other" drop down menu. You will have to unapply the credit card payment from any connected charges prior to refunding.
The Refund window will appear, and you'll note that with the "Refund Credit to Credit Card" checkbox enabled, the payment method will be displayed.
If you wish to refund a higher amount than the original payment, you will need to first adjust the original payment's amount in order to refund the higher amount. When adjusting the original payment, you'll likely see an alert warning you that the new amount does not match the card transaction amount as a safety precaution.
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.
From here, you need to enter something in the Refund Reference # field. We recommend that whatever you use, you type in the method you'll be using to refund. For example, if we are refunding to a check, we'd enter "Refund to Check" into the Refund Reference # field.
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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Card Terminal Management
Default Passwords for Transactions + Admin & Settings:
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Transaction Reporting and Deposits
Valpay Reporting Site
You’ll also be granted access to the Valpay Reporting site. This Portal contains records of all transactions deposits and more. The video attached below provides an overview of the portal.
You can access your Payments portal at the following link here:
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Deposits
Deposits may take up to two days after the transaction for the money to be deposited into the offices bank account and a short time later the deposit information will show up on the site.
Normally if a payment was made on Monday it should be deposited in the offices account the next business day.
Monday —> Tuesday
Tuesday —> Wednesday
Wednesday —> Thursday
Thursday —> Friday
Friday —> Monday
Saturday —> Monday
Sunday —> Monday
ValPay has seen that the deposit goes into the offices account between 2 PM EST and as late as 5 PM EST.
The ValPay Reporting site is usually a day behind, this means that if the office receives a deposit the information for this deposit will show up the next day on the ValPay Reporting site.
Transaction Log
In MacPractice Build 15.16+, credit card transactions can be located in the Transaction Log.
The Transaction Log contains a history and essential information of all credit card transactions that have been processed through your connected card readers. You're able to search, filter, and perform certain actions.
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You can also create non-ledger transactions from here as well, which are transactions that are not tied to any ledger items.
The layout of the Transaction Log is similar to other nodes in the Accounting Ability. The table will list Transactions in the date range set in the Start Date and End Date. These fields default to today's date.
You can also filter to just see any Non-Ledger Transactions. You can also search for items by using the Search bar. The search bar locates any information in all columns in the current filter configuration. For example, if you search for transactions, and the filter is configured to view today's results, the search will only return any results from today's results.
Double clicking a transaction will take you to that transaction if it's a Ledger Transaction.
The bottom half of the Transaction Log is dedicated to details about the selected Transaction. You'll be able to see the Card Read Method (Manual, Transmit, or Forced), and other details from the card reader.
The Actions Drop down menu will allow you to take certain actions, depending on the transaction selected (if any). The available Actions are:
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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.
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Go To Transaction: This action will take you to the selected transaction in the appropriate ledger.
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Standalone Transactions (Optional)
Some offices may want to be able to run transactions outside of MacPractice, for example an office may sell a product or a service and they do not want it to reflect in the MacPractice records or they may add it later to the patients ledger.
The office can run standard card swiping, manual key entry and do refunds, below you will find links on how to get the card terminal to do this and how to train on it. This is something that the office would need to request before we would add it.
Standalone Transactions are an extra feature that can be enabled free of charge. If you are interested in Standalone Payments, please reach out to MacPractice Support to enable these features.
Make a Standalone Payment
After the terminal has been set up for standalone use, you can start a payment by entering the value of the transaction on the terminal, then handing it to the patient to complete the transaction.
To make a payment with a credit or debit card or NFC wallet from a standalone terminal:
Select Payment
On non-Android terminals that use the old menu structures, select Start on the terminal display.
Enter the transaction value and confirm to continue.
hand the terminal to the patient so they can complete the payment.
The patient presents their card or their device with the NFC chip to the terminal and follows the instructions on the terminal to complete the payment.
If the payment is successful, Approved is shown on the terminal display. The terminal also prints a receipt for the transaction.
You can find the details of the payment in your Customer Area on the Valpay Reporting site, under Transactions > Payments.
Manual Key Entry Standalone Payment
Manual Key Entry (MKE) involves manually typing the details from the patient’s card into the payment terminal. You can use this when the payment terminal fails to obtain the card details from the card’s chip or magnetic stripe.
To make an MKE payment:
Select Transactions > New Transaction on the device itself.
Enter your Transactions passcode (4401 by default) and select Continue.
On non-Android terminals that use the old menu structure:
Select “8” and then the Confirm key (Green circle on legacy models, it is Confirm and then 8.)
Enter your Transactions passcode (4401 by default) and select the Confirm key.
Select Manual Key Entry.
Enter an amount and confirm to continue.
Follow the instructions on the display to enter the Primary Account Number (the card number) and the card expiry date.
The transaction then follows the normal flow.
Make a Standalone Payment Refund
To make a Standalone Payment Refund:
Select Transactions > History, enter your Transactions passcode (4401 by default), and select Continue.
(On non-Android terminals that use the old menu structure, go to Admin & Settings menu and select Transactions)
Select the transaction you want to refund.
Select the action to void (refund) the transaction.
The terminal prints a receipt for the refund. If successful, the refund is directly issued to the patient’s account.
ACH (Automated Clearing House) transactions
These transactions aren't currently available with MacPractice Integrated Payments.
Setting up an Account Wallet for Card-On-File transactions
| Iframe | ||||||||
|---|---|---|---|---|---|---|---|---|
|
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.
...
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.
...
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.
...
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:
...
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
...
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.
First, select the payment in the Ledger with the credit card transaction you'd like to refund, and select Refund from the "Other" drop down menu. You will have to unapply the credit card payment from any connected charges prior to refunding.
The Refund window will appear, and you'll note that with the "Refund Credit to Credit Card" checkbox enabled, the payment method will be displayed.
If you wish to refund a higher amount than the original payment, you will need to first adjust the original payment's amount in order to refund the higher amount. When adjusting the original payment, you'll likely see an alert warning you that the new amount does not match the card transaction amount as a safety precaution.
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.
From here, you need to enter something in the Refund Reference # field. We recommend that whatever you use, you type in the method you'll be using to refund. For example, if we are refunding to a check, we'd enter "Refund to Check" into the Refund Reference # field.
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
Card Terminal Receipt Paper: 57mm x 40mm Thermal Paper
MacPractice Receipt Paper: Dymo Compatible Receipt Paper
| Iframe | ||||||||
|---|---|---|---|---|---|---|---|---|
|
Card Terminal Management
Default Passwords for Transactions + Admin & Settings:
...
Transaction Reporting and Deposits
Transaction Log
In MacPractice Build 15.16+, credit card transactions can be located in the Transaction Log.
The Transaction Log contains a history and essential information of all credit card transactions that have been processed through your connected card readers. You're able to search, filter, and perform certain actions.
...
You can also create non-ledger transactions from here as well, which are transactions that are not tied to any ledger items.
The layout of the Transaction Log is similar to other nodes in the Accounting Ability. The table will list Transactions in the date range set in the Start Date and End Date. These fields default to today's date.
You can also filter to just see any Non-Ledger Transactions. You can also search for items by using the Search bar. The search bar locates any information in all columns in the current filter configuration. For example, if you search for transactions, and the filter is configured to view today's results, the search will only return any results from today's results.
Double clicking a transaction will take you to that transaction if it's a Ledger Transaction.
The bottom half of the Transaction Log is dedicated to details about the selected Transaction. You'll be able to see the Card Read Method (Manual, Transmit, or Forced), and other details from the card reader.
The Actions Drop down menu will allow you to take certain actions, depending on the transaction selected (if any). The available Actions are:
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 patient's ledger as a new patient paymentbulk insurance payment for an insurance company. You'll be prompted to select the patient 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.
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 transactionto re-run the credit card transaction.
Valpay Reporting Site
You’ll also be granted access to the Valpay Reporting site. This Portal contains records of all transactions deposits and more. The video attached below provides an overview of the portal.
You can access your Payments portal at the following link here:
...
Deposits
Deposits may take up to two days after the transaction for the money to be deposited into the offices bank account and a short time later the deposit information will show up on the site.
Normally if a payment was made on Monday it should be deposited in the offices account the next business day.
Monday —> Tuesday
Tuesday —> Wednesday
Wednesday —> Thursday
Thursday —> Friday
Friday —> Monday
Saturday —> Monday
Sunday —> Monday
ValPay has seen that the deposit goes into the offices account between 2 PM EST and as late as 5 PM EST.
The ValPay Reporting site is usually a day behind, this means that if the office receives a deposit the information for this deposit will show up the next day on the ValPay Reporting site.
Regarding Batch Management in MacPractice Payments
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