Posting credit card payments

You can post a credit card payment through Dentrix Ascend Pay similarly to how you post a patient payment without Dentrix Ascend Pay, but there are a few differences.

Notes:

Transactions that you process in Dentrix Ascend appear in Dentrix Ascend and on the Worldpay iQ website (https://www.accessmyiq.com) and Worldpay OmniFlex website (https://www.virtualterminal.com).
You can store credit cards on file and process transactions on the Worldpay OmniFlex website; however, any transactions that you process on the Worldpay OmniFlex website you must enter in Dentrix Ascend manually.

To post a credit card payment

How to get there
1. If the correct patient is not already selected, use the Patient Search box to access the patient's record.
  
  Note: You can include inactive patients in the search results by setting the Include inactive patients switch to On.
2. Do one of the following:
  - On the Patient menu, under General, click (or tap) Overview. The patient's Overview page opens. Click (or tap) the Ledger box.
  - On the Patient menu, under Financial, click (or tap) Ledger.
  The patient's Ledger page opens.
On a patient's Ledger page, click (or tap) Payment.

Note: You can also enter a credit card payment as part of the check-out process (on the Payment tab of the Patient Walkout dialog box).

The Enter Payment dialog box appears.
Leave the current date entered in the Transaction date box, or click (or tap) in the box to select the correct date.

If you attempt to backdate the payment to a date that would cause it to become locked (based on your organization's transaction lock setting), the Locked Time Period pop-up box appears. In the Authorized user and Password boxes, enter your credentials if you have permission to backdate transactions into locked time periods, or have someone with permission enter his or her credentials. Then, click Unlock.

Note: Backdating transactions into locked time periods requires the "Override Locked Transaction" security right.
Enter the Amount of the payment.
From the Method list, select Credit Card Payment. This is the only payment type that you can use to process a credit card payment through Dentrix Ascend Pay.
Do one of the following:
- If the Saved Cards option is selected, select the Lanes option, and then select the correct payment device from the corresponding list.
- Leave the Lanes option selected, and select the correct payment device from the corresponding list.
Note: If the patient has a card on file, you can use that saved card to process the payment.
With the Lanes option selected, to save the credit card for future use, select the Save card on file checkbox.
Do one of the following:
- For card interactions (such as swiping), click (or tap) Process Card.
- For manual card entry, expand the Process Card button's menu, and then click (or tap) Manual Key Entry. This menu is not available if you are processing a saved card.
Note: This button is available only if you have entered an amount and selected a lane or saved card.
An animated ready indicator appears. The device is ready for input.
If you are not processing a saved card, use one of the following methods of interacting with the payment device:
- Cardholder interactions (actual steps may vary by device):
  1. The cardholder follows the prompts on the device to insert, swipe, or tap using a card or a mobile payment app on a smartphone.
    
    Note: The types of interactions that are available vary according to the payment device being used.
  2. If the device prompts the cardholder to do so, he or she selects Debit or Credit.
  3. The cardholder confirms the amount displayed.
  4. If the transaction is approved, and if a signature is required by the credit card issuer, the cardholder signs on the payment device as directed by the device.
    
    Note: Digital signatures are possible only if the payment device being used has built-in signature capability (such as the Verifone MX 915).
- Manual card entry if you selected the Manual Key Entry option in step 6 (actual steps may vary by device):
  1. Enter the card number, and then confirm it.
  2. Enter the expiration date, and then confirm it.
  3. If the device prompts you to do so, select Debit or Credit.
  4. Confirm the amount displayed.
  5. If the device prompts you to do so, enter the ZIP Code that is associated with the billing address for the card, and then confirm it.
- Manual card entry (actual steps may vary by device):
  1. Do one of the following, according to the device being used:
    - Ingenico iSMP4 - Press the F1 key to select Enter Card.
    - Ingenico iPP 320 - Press the F1 key to select Enter Card.
    - Ingenico iSC Touch 250 - Tap Enter Card with the stylus or your finger.
    - Verifone MX 915 - Press the red X key once.
    - Ingenico Link/2500 - Press the F1 key to select Enter Card.
    - Ingenico Lane/3000 - Press the left function key to select Enter Card.
    - Ingenico Lane/3600 - Press the left function key to select Enter Card.
    Note: Pressing the red X key twice on the MX 915 cancels the transaction; whereas, pressing the red Cancel key once on the iSMP4, iPP 320, iSC Touch 250, Link/2500, Lane/3000, or Lane/3600 cancels the transaction.
  2. Enter the card number, and then confirm it.
  3. Enter the expiration date, and then confirm it.
  4. If the device prompts you to do so, select Debit or Credit.
  5. Confirm the amount displayed.
  6. If the device prompts you to do so, enter the ZIP Code that is associated with the billing address for the card, and then confirm it.
Once the transaction has been processed, the details of the transaction appear for your reference.

Notes:
- Even though you have not clicked (or tapped) Save, the payment has been posted to the patient's ledger because funds have been exchanged.
- Also, if the Save card on file checkbox was selected (see step 7), and if the credit card is not already on file in the patient's record or in the record of the patient's guarantor (if the patient is not the guarantor), the Save Credit Card dialog box appears so you can save the card for future use.
To print a receipt, click (or tap) Print Receipt.

The receipt appears on a new browser tab, so you can print it.
To email a receipt, click (or tap) Email Receipt.

The receipt is sent to the email address on file for the patient.

Note: A receipt can be sent only if one of the following applies:
- The patient is his/her own primary contact, and an address exists in the Email box of that patient's record (on the Basic Info tab of the Patient Information page).
- The patient is not his/her own primary contact, and an address exists in the Email (Patient) box of that patient's record (on the Basic Info tab of the Patient Information page).
  
  If the patient does not have an address, before you can send a receipt, you must add an address by clicking Add Patient Email.
Set up the following options for the payment as needed:
- Apply to charges for - The payment goes towards charges for the patient whose record you are viewing or another member of his or her household. If you select [Guarantor], you can apply the payment to charges for any household members.
- Paid at patient visit - The payment was made at the office when services were rendered. Statistics regarding payments collected during visits appear on the Payment Analysis Report.
The payment amount is applied automatically to the procedure with the oldest date of service and then to subsequent procedures based on the date until the payment amount is used up. However, you can change the Applied amount for any procedure in the procedure list as needed.

For your reference, the following amounts appear:
- The Amount not applied is the payment Amount minus the sum of the amounts in the Applied column. This amount will appear as a credit on the account of the patient whose record you are viewing, another household member, or the guarantor, according to the selection that you made from the Apply to charges for list.
- The Amount applied is the sum of the amounts in the Applied column.
Notes:
- If you are entering a payment for procedures on the same date as the date of service or for procedures prior to the current date that are attached to a claim, Dentrix Ascend automatically calculates the estimated guarantor portion of the charges (if the patient has insurance coverage). However, if you are entering a payment for procedures prior to the current date that are not attached to a claim, Dentrix Ascend automatically calculates the estimated guarantor portion to be 100 percent of the charges.
- If the patient has insurance coverage, and the estimated insurance portion for a given procedure is 100 percent, that procedure does not appear in the Enter Payment dialog box.
On the Tags tab, the tag that corresponds to the type of card that has been processed is attached to the payment automatically. Add other tags to the payment as needed.
If applicable, on the Xfer Reason(s) tab, select or create reasons for a transfer of responsibility as needed.

To select or create a reason, do the following:
1. In the Add a tag search box, begin typing the name of a reason. Once you have entered at least two characters, the results list appears with any matches (not case-sensitive). Continue typing as needed to narrow the results list.
2. Do one of the following:
  - If the correct reason is listed, select that reason to attach it.
  - If the correct reason does not exist, finish typing the name of the reason (spaces are allowed). Make sure that the name is capitalized as desired. Then, select + Create [reason name] to create the reason and attach it.
    
    Note: The reason that you have created is now available to all Dentrix Ascend users in your organization.
Note: To save the payment after you add reasons for a transfer of responsibility, your user account must have the security right "Edit responsibility transfer reason" enabled.
On the Notes tab, enter any notes regarding the payment.
Click (or tap) Save.