Working with Auto Payments

Setting Up Auto Payments

The automatic payments feature enables you to enter credit card drafts, electronic bank drafts, or post-dated cheques to be posted at regular intervals in the future. After you set up the auto payment information in the patients’ financial charts, the software can automatically post these payments to their financial ledgers on a daily basis.

Important:  Before you can work with auto payments, you must convert your balances.

To set up automatic payments:

1. In the patient chart, click the Financial Functions button. The Financial Functions—Charges and Payments window is displayed.

2. Click the Auto Payments button. The Financial Functions—Auto Payments window is displayed.

3. Click a tab to select the type of automatic payment you want. Type additional information in the blank fields.

The following fields require explanation:

• Starting Pmt Mth—This is the treatment month to which the payment is allocated. This is used most often in Canada for insurance receipt purposes, when the payment can be a month ahead or behind the treatment. Otherwise, enter the same month indicated in the previous field, First Payment Due.

• Reminder Date—This is used when the entire contract amount is not covered by the auto payments. The reminder date defaults to the month and year after the last payment entered. This is useful when a credit card expires before the end of the payments, so the responsible party must be contacted for the current credit card information.

• Receipts If the patient/responsible party needs more than one receipt per payment, enter the number of receipts needed here. Receipts can be printed after the payment is posted on the appropriate date.

On the Cheque tab, complete the following fields:

• Starting Cheque #—Type the number of the first cheque.

• Acct #—Type the bank account number or the name of the financial institution.

On the Credit Card tab, complete the following fields:

• Type of Card—Type the name of the credit card.

• Acct #—Type the entire credit card account number. If you use the credit card service, the OrthoTrac Software Credit Card Processing Capture Credit Card window is displayed when you enter this field. If a card reader is connected to the computer, swipe the credit card. When you save the information, all digits except the last four are replaced with an x as a security measure. Click OK.

• Expiration Date—Type the month and year the credit card expires. This field is completed in the OrthoTrac Software Credit Card Processing Capture Credit Card window, if you are using the credit card service.

• Process Online—Select this to have the credit card processing module contact the service center to obtain authorization when you post auto payments.

• Last Card—If the account has a previously authorized credit card on file, click Last Card to populate the Acct #, Exp Date, and Reference fields.

On the Draft tab, complete the following fields:

• Account Type—Enter the bank account type.

• Acct #—Type the bank account number or the name of the financial institution.

Important:  The bank account number is not a required field. Be sure to consider security and confidentiality issues when entering this data.

4. After completing the fields on the tab, click the Post Transactions button.

5. If the amount that is automatically calculated exceeds the total balance, a message is displayed, asking if you want to do this. Click Yes, but then edit the last payment to match the contract payment spread.

• For security, only the last four digits of credit card numbers are displayed on auto payment reports.

Related Topics

Editing Auto Payments

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