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.

Setting Up MacPractice Integrated Payments

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.

We'll handle the details and walk you through our process, but we would like to draw your attention to the MacPractice Admin Portal, where you can add and remove card processing machines.

You can access the MacPractice Admin Portal from the MacPractice Menu in the software, as shown in the image on the right:

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:

On the resulting page, you’ll see two sections:

• 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.

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!

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.

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.

If you wait too long to swipe a card, the "Waiting for device..." prompt as shown in the below screenshot will time out.

Depending on how your 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.

If you need to cancel a currently processing transaction, we recommend attempting to cancel it on the card processing device itself.

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".

When you click the Manual Entry button, it'll bring up a window where you can enter the card details. 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!)

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.

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.

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.

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.