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Add uniform credit card

hi my name is Tiffany Richardson I'm an implementation specialist today I am going to discuss on how setting up a credit card on file from the settings to the agreement to assigning it to an appointment the first thing that you will want to make sure that you have done is to enable that any payment can be collected so from to be able to do that you're going to go to menu file settings practice defaults and on the practice defaults window the far left side you will see options and in options you will have the ability to type in a keyword to help you identify where the location of that option exists it is not an option that's available within our database since that is a training database but in a live database you would see that option and pad option would look like this you will see an option to enable a payment transactions for credit card debit card and ACH II check and you also might want to go ahead and select automatically set payment method to credit card for email payment transactions once you have enabled those options for B payment you will then want to set up your credit card on file agreement to set up your credit card on file agreement you will likely do this through a clinic forms and now order to do that you're going to go to documents each clinic forms plug-in mode select plug-in mode and the next window will show you a list of consent forms if they're available if you have this consent form already pre-populated your computer that you would like to upload you would select folder that you would like to upload it to and then you would select add it down in the bottom left hand corner you would then add that form I've got a sample form which is not really a uniform type form because all you can do is be able to sign in the sign of the document so you would have all the consent information at the top and then the signature placement at the bottom once you have uploaded that document you are going to right-click on the doc the file itself and select edit document when you edit document you can rename this file you can change the facility if you like you can leave it blank the other thing to consider is the default expiration so based on when that file is signed you could have a date of length of time that you would like this consent to expire and then the signature position to make it a little easier for the front office so they don't have to select in the forum and then have the patient sign you can also set a pre defined signature placement based on the x and y-coordinates on the document and you can locate the XY coordinates from a paint application and pull that form up in that paint application locate where the x and y would be in at the bottom and I'll tell you what the x coordinate and the y coordinate would be and that's this the information you would put in these two boxes once you have your agreement saved and the way you would like it we're going to close that and the next step is configuring the credit card file setup so from here you're going to go to menu B payment configuration and on our window again we don't we do not have the functionality to Clearing House is set up so we will not see anything on ours but I will show you what it looks like live so on a live database you would have the facility name and any type of settings you have set up for your Tisa's or open edge or vanta you would then edit to the left to the right will edit the information in the settings for this facility setup when you hit the when you select it at it button the little pencil you can select the facility the biggest thing is the capture the four boxes here captured declined transaction in he payment transaction report you also have the option to store the card and auto bill patients for the balances after a certain period of time and require an agreement so capture the declined transactions a payment transaction report is going to be able to generate up LD payment transaction report later so that you'll be able to pull those and see what filled the store own card on file by encounter as opposed to by patient will enable the system to save the card on files of that visit as the box is not checked the patient's card information will not be stored and card information is never stored at the patient account level the third option is Auto Bild patient balances if a card is on file after a period of time so this buck check box automatically charges the card if patient shows a balance from that specific visit and then from the drop-down list that number of days will then populate that charge after after a period of time based on the number of days that's selected here and the fourth option is the one we had set up for the e clinic form to be able to sign that consent at the time if you see in blue it says select form and that is a hyperlink so when you select that form it's going to bring in to those e Clini forms and you can select the form that you just upload it into your database and so when you go to Bill for set up that credit card on file from the appointment screen that form will automatically populate so you don't have to go and locate that once you've completed those four options you're gonna select save settings next we're going to add the card on file for an appointment so it's add a card on file for unemployment you know I have to go back to your resource schedule you can go to your resource schedule by hovering that s jellybean going to resource schedule where you can do it from practice and then resource scheduling once you're in your resource schedule you will go to your appointment and when you're when you're in your appointment screen you will see a window like this if you do not see the right chart panel with the copay information and total payments though that means that the option is collapsed so you will need to select the right green arrow to open that right chart panel within the right chart panel you'll have different options for copay but an easy way to set up a credit credit card on file for this appointment this encounter regardless if you're collecting a co-payment or a future balance based on this appointment after the insurance is completely paid what it's available to pay there is a hyperlink on the card on file so when you select the part on file you will have a window populate that looks like this and this allows you to add a new part on but when that window populates you can add card and then you will have a window pop up like this and this is basically trying to collect the email address if you do not have that patient does not have an email address assigned to their demographics it will automatically populate every single time and you will have to change that to whatever the options are if they will disclose it or not disclose it and that it's not provided once you have selected the option for the email you'll select next and you will see that a clinic warned that agreement that you had created previously come up and then on the top part of that screen you will see a little square with a feather on it that's your signature icon once you select that based on the sit where the signature location is you will be able to allow the patient to sign their document or sign the consent form and after they have signed a consent form you will populate the card itself and you can either swipe the card at the point after the consent form is you'll have to either swipe the card or enter the information manually and once that information is put in a max charges based on whatever that the max charge that you guys want that practice wants an example of that is if say the visit was a hundred and seventy dollars and a max charges one hundred and fifty the remaining balance of twenty dollars would then apply to their statements and then that would be a patient portion remaining balance and you'll be able to see the card on file do the type of card it is address if and also an agreement valid date so that'll let you know when that agreement is no longer valid and again as we had mentioned before regardless of the agreement valid date if once that charge is completed if that card on file is no longer valid after you have entered the card on file if you're going to collect a copay or collect a payment you would just select the card on file from the window that you are going to collect the copay and that information already populates for that credit card number and expiration so that you can do it easily from this window and that is also available once you select copay and you select the dollar sign it will populate that window so that you can enter that it enter that card balance then you have for the copay or for the for the payment and that is how you set up a credit card on file setting up the options the agreement and collecting that at the time of the appointment and collecting Pat a payment time