Posting credit card payments using saved cards

You can post a credit card payment through Dentrix Ascend Pay using a credit card that has been saved in a patient's record.

Note: Using a credit card on file to post a payment requires the "Credit Card payment in-office" security right.

To post a credit card payment using a saved card

1. 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.

   

2. 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.

3. Enter the Amount of the payment.

4. 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.

5. Do one of the following:

   • If there is at least one card on file in the patient's record, the Saved Cards option is selected by default. Leave the Saved Cards option selected, and select the correct payment device from the corresponding list.

     Note: If more than one card is on file, the last card used is selected by default, but you can select a different card.

   • If the patient does not have a card on file, the Lanes option is selected by default. Select the Saved Cards option, and then select the correct saved card from the corresponding list.

   

   Note: The Saved Card option is available only if there is a card on file in the patient's record.

6. Click (or tap) Process Card.

   Note: This button is available only if you have entered an amount and selected a saved card.

   Once the transaction has been processed, the details of the transaction appear for your reference.

   

   Note: Even though you have not clicked (or tapped) Save, the payment has been posted to the patient's ledger because funds have been exchanged.

7. To print a receipt, click (or tap) Print Receipt.

   The receipt appears on a new browser tab, so you can print it.

   

8. 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.

     

9. 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.

10. 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.

11. 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.

12. 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.

13. On the Notes tab, enter any notes regarding the payment.

14. Click (or tap) Save.