The Payments tab of Organization Configuration is for configuring all payment-related settings for an organization. This includes the payment processor, supported payment methods, merchant ID (MID) credentials, which fields are required for NOW payments, payment plans, payment locations, Auto-Pay settings, service fees, EMV card readers in your device pool, and VCC payment automation.

Figure 201 - Organization Configuration Payments

Payment Information

Payment Processor

We currently support three payment processors: CardConnect, ClearGage PayFac and DMAPay. The ClearGage PayFac uses WorldPay as the sub-processor. DMAPay is reserved for our partner DMA.

Supported Payment Methods

By default, PatientPay supports two payment methods: Credit/Debit and ACH. In order to enable payment for a given organization, you must supply valid MID credentials for each payment method. Simply check the box for Credit/Debit and/or ACH to enable this configuration. We require a merchant ID (MID), username and password. If you are using the CardConnect or ClearGage PayFac payment processor, you can use the Test MID Credentials button to verify your credentials. If successful, this means you are ready to submit payment. If you uncheck a payment method and save your configuration, it will disable this payment method. If neither Credit/Debit or ACH are configured (i.e., paper only), this will disable payment of bills for this organization.

If organizations want to separate NOW insurance payments onto their own MID and Recon, they can check the box “Use separate MID for Insurance Payments” and provide those MID credentials. Any transactions submitted through the Create Payment > Now Payment for Insurance only will use this MID.

If organizations want to separate NOW subscriptions onto their own MID and Recon, they can check the box “Use separate MID for Subscriptions” and provide those MID credentials. Any subscription transactions will use this MID.

NOW Payments

The Now Payments section of the Payments tab is for managing which fields are required to have a value when creating a NOW payment in Admin, whether to display a confirmation dialog before submitting the transaction, whether to allow payment plans, and whether to allow subscriptions to be setup for recurring NOW payments. By default, these are optional fields.

Patient ID

This toggle switch determines whether Patient ID is required to have a value before submitting a NOW payment.
 

Due Amount

This toggle switch determines whether Due Amount is required to have a value before submitting a NOW payment.
 

Invoice Number

This toggle switch determines whether Invoice Number is required to have a value before submitting a NOW payment.
 

Service Dates

This toggle switch determines whether Service Dates are required to have a value before submitting a NOW payment.
 

Social Security Number

This toggle switch determines whether Social Security Number is required to have a value before submitting a NOW payment.
 

Drivers License Number

This toggle switch determines whether Drivers License Number and State are required to have a value before submitting a NOW payment.
 

Payment Confirmation

You can also configure whether to show the Review and Confirm Payment confirmation upon pressing Submit Payment. This is helpful at reducing data entry errors and having a consistent user experience with bill payment.
 

NOW Payment Plans

This configures whether to allow NOW payments to be paid via payment plan. This toggle switch controls whether the “Payment Plan” option appears in the “How do you want to pay?” section of Now Payment.
 

Send Payment Link

This configures whether to allow NOW payments to be sent to the patient/guarantor via a secure link. This toggle switch controls whether the “Send Payment Link” option appears in the “How do you want to pay?” section of Now Payment.
 

Subscriptions

Subscriptions allow admins to set up recurring Now payments for services that repeat (e.g., pool therapy). You can enable/disable Subscriptions and create preset configurations for end users for this organization to choose from. This toggle switch controls whether the “Subscription” option appears in the “How do you want to pay?” section of Now Payment.

Figure 202 - NOW Payment Required Fields

Figure 203 - Now Subscription Presets

Subscription presets are optional but give your users a shortcut for setting up a subscription. Press Add new subscription to add your first subscription preset. You can give the preset a unique name (this shows in the drop-down in Now Payment), the Interval (Weekly, Bi-Monthly and Monthly), Subscription Type (Perpetual or Fixed), Number of Payments (if Fixed), Amount and Description (appears on receipt and email/text communication to patient). Once you press Save, it adds this preset to the list for this organization.

Figure 204 - Add Subscription

Once you set up your presets, the list will display for that organization.

Figure 205 - Subscription Presets

If you wish to edit your preset, press the edit icon next to the item in the list.

Figure 206 - Edit Subscription

If you wish to delete a preset, press the delete icon next to the item in the list. You will be asked to confirm deletion.

Figure 207 - Delete Subscription

Payment Plans

The Payment Plan section of the Payments tab is for managing the payment plan settings for a given organization. Payments plans can be configured differently for patients using self-pay vs. insurance plans. NOTE: An organization-level payment plan will override any partner-level payment plan. It is recommended that partner-level payment plans be used to standardize plans across the enterprise. Organization-level payment plans are helpful for exception cases.

The Enable Organization Payment Plans toggle controls whether the plan is enabled or disabled altogether. Users can edit the interval (Weekly, Bi-Monthly, Monthly), bill ranges and number of installments of a plan for Self-Pay, Patient Responsibility After Insurance (PRAI) and All. Validation requires that each installment bill range not overlap.

NOTE: Bi-Monthly means twice per month on the 15th or 30th (28th for February).

Figure 208 - Organization Configuration Payment Plans

The payment plan options section provides additional controls on the behavior of plans:

The Enable Organization Payment Plan Terms toggle determines whether to enable the Plan Terms section which allow organizations to require down payment, charge setup fee, and/or charge interest on plans.

The Electronically Sign Agreement toggle determines whether to have the user sign a payment plan agreement when setting up a payment plan in the Patient Portal or Admin.

The Payment Plan Customization toggle determines whether Practice Admins can customize the plan options (down payment, setup fee, installments, and interest) when accepting payment and setting up a payment plan.

The Bill Updates toggle determines whether a bill is updated during ingestion when actively enrolled in a payment plan.

If your organization plans to use minimum down payment, setup fee and/or interest on plans, toggle Enable Organization Payment Plan Terms to enable the Payment Terms table.

To add terms, click the Add Payment Terms button and enter terms for each available installment in plan configuration above. When plan terms are enabled, you should ensure that terms are configured for each available installment.

First, configure which installments you are configuring terms for. This is helpful is more than one installment share the same terms so that you don't have to edit each one independently.

For Down Payment Amount, you have the option to charge a minimum down payment as a fixed amount or percentage of the balance due. A value of zero means no minimum down payment is required. 

For Setup Fee, you have the option to charge a setup fee at plan setup. A value of zero means no setup fee is charged. Setup fees can be passed onto the provider in their daily deposits.

For Interest Rate, enter a decimal value to charge for interest when calculating the installments based on the balance due. Interest rate charges can be passed onto the provider in their daily deposits. 

Below, we're configuring that if the plan is setup for 7 monthly installments, they are required to make a minimum down payment of 10% of the bill balance at plan setup, pay a $35 setup fee at plan setup, and a 2.3% interest rate is charged on the balance when calculating the installments.

Once you've configured all of the terms for each available installment, the terms table will be updated. Below we've configured installments 2-7 to not charge a minimum down payment, setup fee or interest. Once the patient/admin chooses 8 installments or greater, we start requiring a minimum down payment, setup fee and interest.

Payment Locations

The Payment Locations section of Payments allows you to configure the list of locations / departments where payments are made. Some partners want to indicate the department within a practice/organization where a payment was captured for bonuses/incentives. When Payment Locations are configured in Admin, we display a Location selection at Login or on our payment screens and include the selected location in reports. If the user is a member of more than one practice, we postpone the location selection until the payment screens because location is practice specific.

To add a location to the list, choose Add Another Location and type the name in the text field. To remove a location from the list, click the trashcan icon next to the name. Once you are complete, click Save to commit your configuration. Payment location names must be unique.

Figure 209 - Payment Locations

Auto-Pay

The Auto-Pay section of Payments allows for the configuration of the Auto-Pay feature to pay bills using a card on file shortly after ingestion.

Figure 210 - Auto-Pay

Enable Auto-Pay

This controls the main feature flag that determines whether to show Auto-Pay in both Patient Portal and Admin as an available option during bill payment. The system default is off.

Automatically Toggle Auto-Pay On

This determines whether to default Auto-Pay to on so the patient is encouraged to enroll. They can still opt to toggle it off.

Prefill Maximum Bill Amount

This prefills the Maximum Bill Amount for Auto-Pay and informs the system to automatically draft the payment method when a bill’s due amount is less than this value. The default is blank so the patient has to enter a dollar amount.

Lead Time Before Bill Payment

This controls the number of days after successful ingestion of a bill before we draft the payment method. The default is 5 days. The minimum amount of days allowed is 4 so that we have the 3-day advanced communication to the patient informing them a draft is occurring.

Service Charge

The Service Charge section of Payments allows for the configuration of a technology fee being passed onto the patient and included for all credit/debit transactions. This can be used to pass on credit card processing fees when the transaction amount is above a certain threshold.

Figure 211 - Service Charge

Enable Service Fee

This controls the main feature flag controlling whether to enable the Technology Fee for credit/debit transactions. The system default is off.

Minimum Payment Amount

This represents the minimum dollar amount for the credit/debit transaction before we charge a technology fee.

Service Fee %

This represents the percentage to charge based on the transaction amount.

Patient Message

This is the message displayed to the end user under the “New Credit/Debit Card” payment method to explain the service fees.

Card Readers

The Card Readers section of Payments allows CardConnect clients to configure P2PE card readers to be used for payment transactions. Only devices that are acquired and registered through Fiserv / CardConnect can be utilized with this feature.

Figure 212 - Card Readers

To add a card reader to the device pool for an organization, choose Add Card Reader, give the device a unique display name and select a unique hard serial number (HSN) from the drop-down list. You can refresh the list by pressing the Refresh icon. To edit a card, click the pencil icon next to the name. To remove a card from the list, click the trashcan icon next to the name.

Figure 213 - Add Card Reader

VCC Payments

The VCC Payments section of Payments allows providers that are interested in full-automated virtual credit card (VCC) payments, to enroll and unenroll in the service. If the organization's partner has chosen a VCC Issuer via Admin Configuration for Partner, they can enroll in VCC payments from that issuer, choose the effective date and whether to delay processing of the VCC payment a specified number of hours (default is 0 which means the following day after receiving the transaction from the issuer).

Choose Edit to edit these settings.

Enrollment Status
This determines whether the provider is enrolling and the enrollment type to use. Supported values are C2B (Consumer to Business), B2B (Business to Business), Both, and None. When enrolling the provider in VCC payments, it will take effect immediately and begin sending VCC transactions to PatientPay the following business day. Any remittance that was previously sent via USPS, email or fax will be suspended. To unenroll in VCC payments for this provider, choose None and it will notify the issuer to stop sending automated VCC payments to Patient and it will restore sending remittance via USPS, email or fax.

Effective Date
This determines the effective date for enrollment so that providers can control when they wish to start automating VCC payments.

Automatically Process Transactions
This controls whether to have an artificial delay (in hours) of VCC payments after receiving them from the issuer. By default, this value is 0 hours which means if we receive a VCC payment from the issuer today, it will automatically be processed the following day at 1PM EST.
 

To learn more about VCC payments, visit Using Insurance Payments.