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Mail for outstanding payment for Technical Support

A lot of offices ask us, "How do we handle reoccurring declines?" and there's actually a few different ways you could do that. So first, we need to identify those. One of the easiest ways is every night we're going to send you a nightly email. It's going to look something like this. It's going to have 4 sections for you: Approved, Declined, Voided & Returned transactions. Within here, you'll see that there is a reoccurring column. So very quickly, you can come to the declined section check the reoccurring column and see if there's any reoccurrings that declined. It will also show you how many payments are left in that reoccurring. Let's just so you can kind of keep track of those or maybe ones that have ended you can very quickly see that from the nightly email. The other way you can check it is right from the report section. So if you click "reports" and just go "credit card transactions" right here, it's gonna bring us within here. We can select the time frame that we want so we can select like let's say, this week or we could even say last week, or this month, lets say. So we can go ahead and select this month and then under "transaction status" we just select "declined" and it's going to give us those reoccurring declines. So that's a second easy way that you can find that. So once you have them identified now you go, "Okay, what do I do with that?" Well, there's two really different things that you can do. One, well I shouldn't say two. There's a few different things that you can do. Two different things that you can really do within our system. One, you can just come to the card on file and "run a sale" for that for that amount that was declined So you can try it the next day. Often we'll see you know a certain percentage maybe 20, 30% of the transactions will go through the next day, you know. Declines are due to insufficient funds in the person's bank account. So often we'll see, you know Maybe a check gets deposited and then all of a sudden there's money in that account and you can run the transaction. just manually, the next day. The other way is, we actually have a whole automated system that will try and collect this for you. So we are automatically gonna send an email directly to the patient. It's going to tell them, "Hey the following payment processed by Carolina Chiropratic has been declined." "Please click here to make this payment online" It's going to take them to a secure screen where they can enter in their credit card information, submit the payment We'll actually post it right under the recent transactions. We'll even post it back to the Patient Management System that were integrated with if you're using an integrated Patient Management System. The other thing you can do or that you'll see here is that it says there's a little checkbox that says "use this card for future reoccurring payments". If the patient checks that box, we will actually add that card on file and utomatically update the reoccurring plan for you. The whole point of this is we're trying to automatically collect these payments and reduce the amount of time that you're having to go chase patients for payments. We also know it's an awkward conversation that neither you nor the patient really wants to have. So if you kind of just notify your patients of this of "Hey if the payment ever gets declined just you know you'll be getting an email notification" and they can just pay right online. When a patient does pay online we're actually going to send an email back to you at the office notifying you that the patient paid online. So it's very quickly you can see "Oh okay, this patient went ahead and paid online. I can cross them off my list" or however it Is that you are you know keep track of those reoccurring declines for that patient.