A Receipt can be created for a Patient or an Insurance Credit Card Payment.

 You must have merchant (credit card) service integration in place for this feature to be available. If you are not using one of the System Merchant Services, you will not see the Credit Card links.

• Credit Card Processing Overview

• Flow Chart for Credit/Debit Card Processing

Add a Credit Card from the Patient Dashboard

1. In the Guarantor panel on the Patient Dashboard, select the Credit/Debit Cards link.

2. Select the Add button.

3. Enter the Credit Card Number, Cardholder Name, and Expiration.

• CVV and Zip are optional.

4. Select Save [F2].

Create a Receipt for the Credit/Debit Card Payment

A Receipt can be created for a Patient or an Insurance Credit/Debit Card Payment.

Add a Patient Credit Card Receipt from the Patient Dashboard

A Credit Card Receipt can be created from the Patient Dashboard, the Payments Dashboard, the Encounter Dashboard, or the Appointment Screen.

1. On the Patient Dashboard, select the Post Payment link.

2. Payment Type: Patient Payment.
3. Enter Received Date.
4. Patient and Guarantor should already be populated since this was created from the Patient Dashboard.

• If the Receipt was created from another screen, you may need to select the Patient.

5. Pay Payment Plan checkbox or Non-Payment Plan.

• These fields only display If the Patient has a Payment Plan set up.

6. Enter the amount of the Payment in the Card field.

• Copay field: If any part of the Payment is for a Copay, that amount should be entered in the Copay field.

7. Select the Card Type from the dropdown list.

• Select - Manage - in the dropdown list to add additional Payment options.

8. Last 4 and Cardholder are optional fields.
9. Process Electronically checkbox:

• Leave this box checked if you are using an integrated Card Processor.
• Uncheck this box if it is on a non-integrated Card Processor.

10. Select Save [F2].

• Next Step: Process the Credit Card Payment

Add a Receipt for an Insurance Credit Card Payment

The Post Payment button is being used for this example, but can be created from multiple places in the System.

1. Select the Post Payment button.

2. Payment Type: Select Insurance Payment.
3. Enter the Received Date.
4. Select the Insurance.
5. Enter the Received Amount.
6. Method: Select Card.
7. Type: Select the Card Type from the dropdown list.

• Select - Manage - in the dropdown list to add additional Payment options.

8. Last 4 and Cardholder are optional.
9. Process Electronically:

• Leave this box checked if you are using an integrated Card Processor.
• Uncheck this box if it is on a non-integrated Card Processor.

10. Select Save [F2].

• Next Step: Process the Credit Card Payment

Process the Credit Card Payment

After Saving the Receipt, the Process Credit/Debit Card Payment screen will display.

1. Leave in Escrow or Post.

• Leave in Escrow: Select if you do not want to post the Payment.

• If Leave in Escrow is not selected, all of the money must be distributed to the Encounters listed;

• OR Select the Encounter(s) to apply the Receipt.

• All money must be distributed to the Encounters listed. No money can be left in Escrow if Leave in Escrow is not selected.

2. Select the Next button.

• If the Patient is paying more money than is currently in Patient Responsibility, the Next button will be grayed out unless Leave money in escrow is checked.
• Example: The Patient is paying a Copay for today's Encounter and is paying on their Account. 

• Today's Encounter is not yet in Patient Responsibility because the Charge has not been entered.
• In this case, select Leave money in Escrow to post the Payment manually.

On the next screen, there are 3 Credit/Debit Card options.

• Physical Credit Card to Swipe, Insert or Tap when prompted.
• Use a Stored Card

• Enter a New Credit Card Manually (Virtual Terminal)

Complete the Credit Card Process

Depending on your Merchant Services provider, select the appropriate links to finish processing the Credit/Debit Card Payment:

• Process Payment using Nexio Merchant Services

• Nexio: Using a Terminal to Swipe, Insert, or Tap
• Nexio: Using a Stored Card (Use when there is a previously stored card)
• Nexio: Enter a Card Manually (Virtual Terminal - If there is no terminal or you want to store a card)

• Process Payment using Wind River Merchant Services

• Wind River: Using a Terminal (Swipe, Insert, or Tap)
• Wind River: Using a Stored Card (Use when there is a previously stored card)
• Wind River: Enter a Card Manually (Virtual Terminal - If there is no terminal or you want to store a card)

• Payment Approved
• Credit Card did not Process
• Card is Declined
• Add a Payment Option to the Credit Card Dropdown List

Process Payment using Nexio Merchant Services

Nexio: Using a Terminal (Swipe, Insert, or Tap)

1. Select the Terminal

• Select the name of your Terminal for swiping, inserting, or tapping.

2. Email Receipt: Enter the Patient/Guarantor's Email address if the Patient wants an electronic Receipt.
3. Select the Process button.

• The Patient/Guarantor will be prompted to Swipe, Insert, or Tap the card.
• The screen will auto-close.

• Payment Approved
• Credit Card did not Process
• Card is Declined

Nexio: Credit Card Manual Entry

1. Terminal: Select NOT USED If you are keying the Credit Card Information using the on-screen pop-up (Virtual Terminal).
2. Enter the Card Number (Mandatory).
3. Enter the Cardholder Name as it is on the Credit Card (Mandatory).
4. Enter the Expiration Date MMYY(Mandatory)
5. CVV: 3-digit code on the back of the Card (Optional)
6. Zip: Card Holder's zip code.

• Some Credit Card Vendors require a zip code; otherwise, this is optional.

7. Store New Card: Select the checkbox to store the Card information.
8. Enter the Patient/Guarantor's Email address if the Patient wants an electronic receipt.
9. Select the Process Payment [F2] button.

*******Wait until the Card is processed before closing the screen.*******

• Payment Approved
• Credit Card did not Process
• Card is Declined

Nexio: Using Stored Card

1. Terminal: Select NOT USED.
2. Stored Cards: Choose the Select link of the Stored Card to use.

• Include Expired: Select the checkbox if you want to see expired Stored Cards.
• Select the Modify icon to edit the Cardholder Name, Expiration Date, Zip, Active checkbox, and Statement Profile.

• Select Save [F2] after modification.

3. Select changes to Deselect in case the wrong Card was selected.
4. The Card Information will auto-complete from the Stored Card.

• The Card Number, Cardholder Name, Expiration, and Zip are grayed out.

• If you want to make a change to this information, select the Modify icon.

5. Email Receipt: Verify, Add, or Modify the Patient's email in order to send a Receipt.
6. Select the Process Payment [F2].

*******Wait until the Card is processed before closing the screen.*******

 The actual card information is never stored in the system. A "token" is stored and is used to communicate to the merchant service gateway provider that has the card information.

• Payment Approved
• Credit Card did not Process
• Card is Declined

Process Card using Wind River Merchant Services

Wind River: Using a Terminal (Swipe, Insert, or Tap)

Use this method when swiping, inserting, or tapping a card on a Terminal.

1. Select the Terminal.

• Select the name of your Terminal if the Credit Card is to be swiped, inserted, or tapped.

***If you are storing the card, you must enter the card manually.***

The option to Store is not available if the card is swiped, inserted, or tapped.

2. Email Receipt: Enter Patient/Guarantor's Email to create an electronic Receipt.
3. Select the Process Payment [F2] button.

• The User will be prompted to swipe, insert, or tap their Card.
• The screen will auto-close.

• Payment Approved
• Credit Card did not Process
• Card is Declined

Wind River: Manual Entry (Virtual Terminal)

1. Devices: Select NOT USED.
2. The Amount will auto-populate from the amount entered on the Receipt.

• Select the Modify icon, to make changes to the Receipt.

4. Enter the Credit Card Number.
5. Enter the Expiration Date (MM/YY)
6. Select Credit or Debit from the dropdown.
7. Store Card: Select the checkbox to Store a token to use the same credit/debit card when you make Payments.

• Card information is not stored in the System.

8. Verify, enter, or modify Billing Information.
9. Email Receipt: Add or Verify the Patient's Email to send a Receipt. (Optional)
10. Select the Process Payment [F2] button.

*******Wait until the Card is processed before closing the screen.*******

• Payment Approved
• Credit Card did not Process
• Card is Declined

Wind River: Using Stored Card

1. Devices: Select NOT USED.
2. Stored Card: Select the stored card to use.

• Select the Modify button to edit the Cardholder Name, Expiration Date, Active checkbox, and Type of Card: Credit or Debit.

3. Amount: Select the Modify icon if you need to change the Receipt.
4. Billing Information: Verify or Modify the Billing Information.
5. Email Receipt: Verify, Add, or Modify the Patient's email in order to send a Receipt.
6. Select the Process Payment [F2].

*******Wait until the Card is processed before closing the screen.*******

• Payment Approved
• Credit Card did not Process
• Card is Declined

Payment is Approved

• Print or Email the Receipt.
• When the Credit Card processes, the Confirmation number auto-fills the Confirmation field and a Note is auto-added.

Credit Card did not Process   

If the Card does not process and no Confirmation is received, the Process button will still be available.

• Select Process to try again; Or

• Select Delete if no Payment is made or another Payment method is used.

Card is Declined  

A Receipt is always created when processing a Credit Card Payment. If the Card is declined, it is recommended that you Delete this Receipt.

A Credit Card Amount can also be Partially Declined.

Add a Payment Option to the Credit Card Dropdown List

1. For Type on the Add Payment Receipt screen, select - Manage -.

2. Select the Add button.
3. Enter a Code for the Payment option, such as VMO.
4. Enter a Description for the Payment Option, such as Venmo.
5. Select Save [F2].

Learn More

Modify a Credit/Debit Card

Use Post Expert

Patient Copay/Payment

Patient EFT Payments (Venmo, PayPal, Care Credit)

Delete Credit/Debit Cards