RevPay - Test Transaction

Purpose

Complete a test transaction and refund before concluding RevPay onboarding to verify your payment configuration is working correctly.

1. Create a Test Patient

If you do not have a test patient in RevolutionEHR yet you will need to create one.

Important: Use a clearly identifiable test patient and do not use an actual patient's account for RevPay testing.

To create a Test Patient in RevolutionEHR follow these instructions:

1. Log in to RevolutionEHR.
2. Navigate to the Patients module.
3. Click the + (plus) icon to add a new patient.

4. Enter the patient's information in all required fields marked with a red asterisk (*).
5. Use the tabs at the top of the screen to enter additional patient information.
6. Review the information for accuracy.
7. Click Add to create the patient's record.

2. Create a $1.00 Test Invoice

From the Test Patient:

1. Select the Account tab.
2. Click + Patient Invoice.
3. In the Select Encounter window click Skip Encounter.
4. A new patient invoice will open.
5. To add a miscellaneous charge, click the ellipsis (...) menu and select Add Adhoc.

6. Enter RevPay Test for the description and a unit price of $1.00, then click Save.

7. Change the invoice status from Pending to Authorized so it is ready to receive payment.
8. The Test Patient should now have a $1.00 invoice available for payment.

3. Process the Test Payment

Select Receive Payment from the patient's account.

Note: There are two test payment options available. Which one you use will depend on whether or not your RevPay terminal is available.

Option #1: Terminal Payment

If the RevPay terminal has arrived and is configured:

1. Select Receive Payment.
2. Complete the required payment fields.
3. Select Credit Card as the Payment Method. Note: You must also select the Credit Card type (Visa, MasterCard, etc.)
4. Confirm the appropriate card reader/terminal is selected.
5. Process the $1.00 payment using the terminal.
6. Confirm the transaction is approved.
7. Verify the payment is applied to the Test Patient's invoice.
8. A successful terminal transaction confirms the integrated terminal payment workflow is functioning.

Option #2: Manual Card Payment

If the terminal has not yet arrived, complete the $1.00 test transaction using the available Manual card-entry workflow.

1. Select Receive Payment.
2. Complete the required payment information.
3. Select Credit Card as the Payment Method. Note: You must also select the Credit Card type (Visa, MasterCard, etc.)
4. Change the entry method from Reader to Manual.
5. Select Process Payment.
6. Enter the required card/payment information.
7. Process the $1.00 transaction.
8. Confirm the transaction is approved.
9. Verify the payment is applied to the Test Patient's invoice.

Important: A manual RevPay credit card transaction processes an actual payment. Use an approved payment method for testing and follow the established refund process afterward when applicable.

4. Verify the Transaction

After processing the test payment, confirm:

1. Transaction was approved
2. $1.00 payment appears on the correct Test Patient's invoice
3. Payment was applied to the correct invoice
4. Payment appears in the applicable payment history
5. RevPay payment processed successfully
6. RevPay Test Transaction Complete

5. Void/Refund the Test Payment

After successfully processing and verifying the RevPay test transaction, you will need to process a Refund of your test transaction. 

To Process the Refund

1. Open the invoice associated with the payment.
2. Confirm the invoice is Authorized.
3. Confirm the RevPay payment was successfully processed.

Note: RevPay payments cannot be refunded from the general Payment History tab within the patient chart. The Void/Refund must be initiated from the Payment History within the associated invoice.

4. Open Payment History
5. Open the invoice containing the RevPay credit card payment.
6. Select the Payment History tab.
7. Locate the credit card payment being refunded.
8. Verify the correct transaction using the applicable RevPay reference number. Note: Always verify the transaction before processing a Void/Refund to prevent refunding the wrong payment.
9. Locate the red cancel icon on the right side of the transaction.
10. Hover over the icon to confirm Void/Refund Payment.
11. Select the icon.
12. The Void/Refund window will open.
13. The original payment amount will populate automatically. Verify the amount is correct.
14. For a full refund, leave the original amount.
15. For a partial refund, enter an amount less than the original payment. RevPay will prevent any refund amount greater than the original payment.
16. Enter the reason for the refund.
17. Select Void/Refund.

5. Confirm the Transaction

After processing:

1. Confirm the successful Void/Refund message appears.
2. Verify the invoice balance has been updated.
3. Review the applicable Credit/Refund History with the customer.

Note: Refunded funds typically take 3–5 business days to return to the patient's account.

What Happens After a Refund?

When a RevPay refund is processed:

1. A credit is automatically created for the refunded amount.

2. The credit is used to process the refund back to the patient.

3. The invoice becomes active again.

4. The applicable balance due is restored.

 Additional Information:

To View Credit Details:

Navigate to: Patient Account > Credit History

To View Refund Details

Navigate to: Patient Account > Refund History