Setting Up Contracts

These procedures apply only to practices who have the Orthodontic functionality enabled.

When you set up a contract, you can enter the card or bank account details that are used to process payments automatically according to the contract's charge schedule. The card or bank account details can be updated or removed.

IMPORTANT: Sensei Cloud does NOT store credit card numbers. The interface between Sensei Cloud and Global Payments, Inc. (GPI) shares a "token" that enables a repeat use of the specified card per the contract details. The practice cannot access the full card information used by GPI.

Note: If you remove the payment details, you are prompted to bill the patient or responsible party.

To set up a contract with automatic payments:

On the Patient tab, select Financials > Contracts. The Contracts for window is displayed.
Under Actions, click New Contract or Edit Contract. The Contract Summary is displayed.

Enter information in the fields that are not populated automatically.
Click Save Contract. A message is displayed.

Click Activate Now or Activate Later. If you activate the contract now, it is displayed in the list of contracts as Active; if you activate the contract later, it is displayed in the list as Pending.
Scroll to the Contract Charge Schedules section, and verify or adjust the information in the fields.
Scroll to the Automatic Payments section and click Add Automatic Payments.
In the Automatic Method field, click Add Automatic Payment Method. The Add Automatic Payment Method window is displayed.
Select a Payment Method of ACH (Bank Transfer) or Card.
Confirm the selection in the Transaction Method field. When Card is the selected payment method, Insert / Tap / Swipe Card is selected by default. When ACH is the selected payment method, Manually Enter Account Details is selected by default.
In the Use Card Device field, select a device to which you have physical access.

Note: This menu only requires a selection for card payment forms; when ACH is selected, this menu is disabled. If the card is not present or you are handling the setup remotely, select Manually Enter Card Details and follow the on-screen instructions.

In the Credit To Merchant field, select the merchant account to credit with the payments.

Note: For ACH payments, you must select a merchant account that is configured for ACH-based transactions. When you select a merchant that is not configured, a message is displayed.
Click Submit and follow the instructions on the card device.
Click Save Contract.