The purpose of this document is to provide the guidelines on how to process a payment using various payment portal:
CHASE PAYMENT PORTAL
To process a payment using Chase payment portal:
1. Access Chase link: https://opt.chasepaymentech.com/signin/pages/login.faces?ct_orig_uri=/ui/app/
2. Enter username information.
3. Once you accessed Chase, enter the following information:
✓ Amount
✓ Invoice number (patient account number)
✓ Card number
✓ Expiration date
✓ Check box “I confirm these details are correct”
4. Click Checkout
PAYEEZY PAYMENT PORTAL
To process a payment using Payeezy payment portal:
1. Access Payeezy link: https://globalgatewaye4.firstdata.com
2. Enter username information.
3. Once you accessed Payeezy, go to the “POS” Tab .
4. Enter credit card information:
✓ Transaction type: Purchase
✓ Order amount: payment amount
✓ Card Holders name
✓ Credit card number
✓ Expiration date
5. Click “Process Transaction"
Stripe (Kareo)
Process the payment
Once you have the practice name and the patient’s name and DOB confirmed, ask: How may I help you today? The expected response is “I want to pay my bill”, but sometimes they might say differently, just pay attention and in case you do not understand, kindly ask for a clarification.
Prior to start processing the payment, go to:
a. Settings
b. Options
c. Patient Statement Options
d. Verify the notes.
The Patient Statement Options will tell you if there is a specific rule to follow on this account.
Stripe
1. Open the patient account.
2. On the Edit Patient Window click the Collect Patient Payment
3. A new window will open.
4. Confirm the amount they want to pay.
5. Enter the credit card information.
6. Click Finalize Payment
7. Check the box for create itemized receipt and click submit payment.
8. Provide the confirmation number either by email or giving the first seven digits after the “_"
9. Then you must post the payment
10. Go to the account tab under Edit Patient window
11. On the dropdown menu for Show, select Recent Payments.
12. Select the payment with unapplied amount.
13. The category should be: 4_Patient ROA Payment
14. Click apply now.
15. On the dropdown menu for Show Only, select Open.
16. Check off the line of service you want to apply to payment, select the older date of service.
17. Click Save
If Stripe does not work:
1. Go to Settings.
2. Go to Options.
3. Go to Patient Statement Options
4. Check if there is any credit card selected, if there is one or more selected advice the patient
you need to transfer the call to the practice for them to take the payment
5. Look for the practice name on Settings>Practice information>Contact information.
Payment Plans
We offer payment plans only if the patient requests it, always review Patient Statement Options first.
The payment plans are offered for:
• 6 months
• 9 months
• 12 months
If the patient is requesting more time, please ask for validation from the advisor.
The amount they would need to pay per month can be calculated by taking the balance and dividing it by the number of months.
Example:
Balance is $120, and payment plan will be for 6 months.
120/6=20
The patient needs to pay $20 per month.
1. If the patient agrees, change the collection category to: A02 Active Current -Payment Plan
2. Advise the patient they need to make the first payment as soon as possible, and the payment plan will be effective after they paid for the first time.
3. Add all the information needed to your notes.
Merchant (Mission Family Practice)
Remember that every office has a different protocol.
How to access Merchat System
1. Connection Link: https://merchantcenter.transit-pass.com/jsp/vt/jsp/index.jsp
2. Enter User Name found at TSI Master Report. Credetials can be found under the tab
called “SOPs, Logins, Tasks, etc”
3. The system will ask for a security questions. This is also found in the TSI Master Report.
Responses can be found under the tab called “SOPs, Logins, Tasks, etc”
4. Enter Password found at TSI Master Report. Credetials can be found under the tab called
“SOPs, Logins, Tasks, etc”
How to take a payment in the Merchat System
1. In menu panel located at the left side look for “Accept Transactions” icon to start taking
the payment
2. Fill out the blank spaces highlighted here.
Reminder: Invoice number means account number which is located in the account tab uder the
NextGen System.
3. Once the information was filled and you have clicked submit. This confirmation will be
shown.
Please save the information highlighted in red for the notes and the tracking of the
payment.
How to post a payment in the NextGen System
1. Once the payment has been taken. Proceed creating a batch in the NextGen system
under the posting tab.
2. After clicking in posting, this window will show.
3. Into the window you will see this icon
4. Click there and then new and quick batch. Remember to use as name for the batch
PFS_ and your name.
5. Once the batch is created, double click on it and this window will display.
Once there, fill based on this:
-Source: Account
-Number: Enter the account number and press Tab Key or enter
-Tracking: Onlinepay_111111/ (Visa, MasterCard, Discovery or AmericanExpress)/
Authorization Number from Merchant System.
-Pay Amt: Enter the amount to be paid in format $00.00. example $81.23
-Pay Code: Look for “Patient Payment Credit Card.”
6. Once step number 5 is completed, go to this section and distribute the amount between
the charges. Example. If we have a total of $60 dollars as balance, we will distribute in 3
parts of $20 dollars each.
7. Click Recalc and Save.
8. Go to the batch in the Posting icon and then right click and click on ledger then header
and match the amounts:
9. Click in OK and then Close.
10. Once you close in the new window select your batch > right click and Post
NextGen Payment Portal
How to process a payment
To take a payment several step will be followed:
1. A batch needs to be created by clicking on Posting.
2. Click on > New > Quick Batch.
3. Enter the batch name: PFS_(your name). Example: PFS_Sharon
4. Once created will be show like the following example:
5. Double click on the batch and enter the following information:
• Source: Account
• Number: Patient account#
• Tracking: Onlinepay_111111/card type
Example: Onlinepay_111111/Visa
• Pay Amt: Patient payment amount.
• Pay code: Payment method based on card used by patient.
If a patient used a Visa card, then the pay code will be “Patient payment – Visa”
6. Once you have entered the payment amount, it will show the “CC Pay” button. Click on it to enter the process payment.
7. Under “Payment Processing” > Enter the following details: card number, expiration date, cardholder name. Click on “Process”. Remember to write down the payment confirmation number.
8. Once the payment is processed, click on “preview” to get the authorization number (confirmation). Also, print the receipt as a PDF and save it on your desktop.
9. Look for the batch and right click it then click on “Ledger”.
10. A new window will pop up showing payment processed. Click on Header.
11. On the Batch Maintenance screen, enter the amounts matching as it shows below:
12. Click OK
13. GO back to the batch created > Right click and select Pos
Payment Portal - Cardconnect
Payment Portal Cardpointe
The purpose of this document is to provide the steps on how to process a payment using Cardpointe payment portal.
Follow steps below to process payment thru Cardpointe:
1. Enter username and password > Click Log In
2. Click on Virtual Terminal
3. Enter information highlighted on below image
4. Click “process transaction"
Payment Portal - Converge
Overview
This Standard Operating Procedure (SOP) provides the steps to take patient payments using the portal Converge.
Steps
1 Login to Website: https://www.myvirtualmerchant.com/VirtualMerchant/
2 Click on Credit Card & select Sale as shown below.
This payment portal is used for the practices:
Sacramento Rheumatology SRCMG (SRCMG)Comprehensive and Interventional Pain Management CIPM (Drs Rainer and Claudia Vogel)
3 Enter Credit Card number in Credit Account Data as shown below
4 Once there please enter the following:
Expiration Date (MMYY) format. Example: 0821 as August the 21st
Amount: $00.00 format. Example: $08.21
CVV Number: Remember that for Visa, MasterCard and Discovery it has only 3 Digits and for American Express it has 4 instead of 3
digits.
Account #: In the Invoice Number tab,
Encounter# In the Description tab,
First Name, Last Name & Zip Code in respective tab as shown below & Click on Process
5 For TSI practice save the Receipt under your documents and make sure you save everything securely. Once you get the receipt we need to post the payment on the NextGen System
CIPM will run a weekly report to post their payment using the patient account number.
Steps to post patient payment in NextGen
Once in the practice account > go to posting
After clicking in posting, this window will show.
The username and password to access this portal is located in this file
Sacramento Rheumatology SRCMG
CIPM Drs Vogel
Into the window you will see this iconclick there and then new and quick batch. Remember to use as name for the batch PFS_ and your name.
5. Once the batch is created, double click on it and this window will display.
Once there, fill based on this:
-Source: Account
-Number: Enter the account number and press Tab Key or enter
-Tracking: Onlinepay_111111/ (Visa, MasterCard, Discovery or AmericanExpress)/ Authorization Number from Converge
-Pay Amt: Enter the amount to be paid in format $00.00. example $81.23
-Pay Code: Look for “Patient Payment Credit Card.”
6. Once step number 5 is completed, go to this section and distribute the amount between the charges. Example. If we have a total of $60
dollars as balance, we will distribute in 3 parts of $20 dollars each.
7. Click Recalc and Save
8. Go to the batch in the Posting icon and then right click and click on ledger then header and match the amounts:
9. Click in OK and then Close.
10. Once you close in the new window select your batch > right click and Post
Payment Portal - PayTrace
This Standard Operating Procedure (SOP) provides the steps to take patient payments using the portal PayTrace.
Steps
1 Login to Website: https://www.paytrace.com/support.html
2 Select Smiley Face symbol as shown below
3 Select Key Card as shown below
4 Once there add following information under Transaction Details:
All patient payments for the practice Tri-County Pulmonary and Sleep (TCPS) must be taken using this payment port