RevPayments - Online Payments

RevPayments - Online Payments is a feature that is currently available for any office actively using RevPayments. If you are new to RevPayments or interested in more information, please view our article on  RevPayments - Setup.

Instructions

Setup

1. Access Admin > RevolutionEHR Solutions > RevPayments > open a practice location.
2. In the section for Online Payments, click 'Enabled.'
3. Each practice location has a unique URL for the patients to pay online. In the Pay Online URL field, input a practice identifier. As an example, if your practice name is "Eyecare Eyecare" and has multiple locations, in Raymore and Belton. The URL for the Raymore location could be "eer." The Pay Online URL:
   • Must be unique to the location.
   • Lowercase alpha and numeric characters can be used.
   • Three character minimum. Thirty character maximum.
   • A dash "-" can be used but does not count towards the minimum character requirement. No other special characters.
   • Easy for patients to type.
   • ONCE SAVED, THE URL IDENTIFIER CANNOT BE CHANGED.
4. Click the checkbox for "Include Pay Online section on statement printout."
5. Click 'Save.'

Statements

The statement generation workflow process remains the same.

1. In the Print Statements modal, the box for "Mark as printed" must be checked. See Example
2. The statements include a section that provides instructions to the patient to Pay Online. Note: The URL that was created in Step #3 above is included in the statement. The patient also has the option to scan a QR code to be directed to the online payment website. See Example

Patient Online Payments

1. If a logo is uploaded to the location within Admin > General > Locations > Details, the patient payment screen header displays the location's logo. If a logo is not uploaded, the screen header displays the "Print Name As" field located in Admin > General > Locations > Details > Basic Information. See Example
   • The location details that are displayed in the Online Payment website use the location that is indicated on the statement.
2. The patient enters the payment code and zip code from the statement; then clicks 'Make a    Payment.' See Example
3. The current balance displayed is the account balance associated to the payer. The patient completes the payment information. Note: For our example, the patient will click "Save credit card on file." See Example ***See information below.
   • Current Balance = (All Active and Authorized patient invoices) minus (Pending payments) for the payer listed in the 'Bill To' section of the statement.
4. A paid receipt is generated with a print option. See Example
5. The cardholder's credit card account is charged when they receive the successfully processed confirmation.
6. The credit card payment is NOT applied within RevolutionEHR; it is processed with a Pending status. Complete the Apply Payment process below.

***Saved credit card:

• Is located within the patient file. Access Patients > search for and open a patient > Account > Saved Cards.
• If the patient has a credit card saved in their patient record, it is displayed within the payment modal and can be used as a method of payment.

Apply Payment

The workflow surrounding Apply Payments remains the same. 

1. Access Accounting > Payments.
2. In the Status field, click 'Pending.'
3. In the Payment Source field, click 'Online.'
4. Click 'Search.'
5. Open the payment.
6. Review and complete payment details.
   • If the field for Payment Amount equals the total of the New Balance column, and no invoices in the list have a negative balance, the system automates some of the payment process. See Example The setting for "Payment by line item" within Admin > General > Practice Preferences > Additional Preferences > Accounting, determines how the system auto fills the Receive Payment(s) screen. "Payment by line item" set to: 
     • None: The system automatically selects all invoices and enters the appropriate amounts in the Payment column. See Example
     • Optional or Required: The system automatically enables the "Apply in Full" checkbox, selects all invoices, enters line-item payments, and enters the appropriate amounts in the Payment column. See Example
7. Click 'Apply Payments.'
   • Clicking the Apply Payments button does not charge the patient's credit card. As noted in the Statements section above, the patient's credit card is charged when they successfully process their payment online.
   • The Payment Date matches the date the payment was processed via the online payment website and is the date the cardholder's account was charged.
   • Pending payments cannot be canceled. If need arises, the payment must be applied and then voided.