MAKING A SINGLE PAYMENT
- Click the Post a Payment button in the ledger.
- Fill in the fields as normal. Fields in bold print are required.
- If using a chip reader, select EMV.
- If using a swiper or manually entering the card number, select Swipe.
NOTE: Unchecking “Authorize Credit/Debit Card” will post the transaction to the ledger without running it through the payment processor.
NOTE: Pediatric payments should be made using “Pay by Charge.”
- Verify the payment information, it should pull automatically from the patient record.
- Verify the amount.
- Enter the billing address information connected to the patient’s payment method.
- Click “Make Payment.”
ADJUSTMENTS (REVERSE)
Removes a transaction from the ledger.
- May change Posting Location.
- May change the Comment.
NOTE: This will NOT reverse the transaction via payment processor–that requires a Void/Return.
ADJUSTMENTS (CORRECTION)
Edits a transaction on the ledger.
- May change the Amount.
- May change Posting Location.
- May change the Comment.
NOTE: When entering the New Amount, enter the amount the original payment should have been–the system will do the math for you.
ADJUSTMENTS (EDIT PAYMENT) - Before Daily Close
FOR ALL TRANSACTIONS BESIDES CREDIT CARDS
Allows more refined editing than Correction.
- May change Posting Location.
- May change the Assigned Location.
- May change the Assigned Provider.
- May change the Transaction Type.
- May change the Note.
- May change the Receipt Note.
NOTE: The options available here will depend on whether or not the day has been closed. The below image represents prior to closing the day.
ADJUSTMENTS (EDIT PAYMENT) - After Daily Close
FOR ALL TRANSACTIONS BESIDES CREDIT CARDS
Allows more refined editing than Correction.
- May change Posting Location.
- May change the Transaction Type.
- May change the Note.
- May change the Receipt Note.
NOTE: The options available here will depend on whether or not the day has been closed. The below image represents after closing the day.
ADJUSTMENTS (EDIT PAYMENT) - Before Daily Close
FOR CREDIT CARD TRANSACTIONS ONLY
Allows more refined editing than Correction.
- May change the Assigned Location.
- May change the Assigned Provider.
- May change the Receipt Note.
NOTE: The options available here will depend on whether or not the day has been closed. The below image represents prior to closing the day.
ADJUSTMENTS (EDIT PAYMENT) - After Daily Close
FOR CREDIT CARD TRANSACTIONS ONLY
- May ONLY change the Receipt Note.
NOTE: The options available here will depend on whether or not the day has been closed. The below image represents after closing the day.
ADJUSTMENTS (VOID/RETURN)
Requests via payment processor for a transaction to be canceled and for the funds to be returned to the payment method used.
- May change Posting Location.
- May change the Note.
NOTE: This feature will automatically disable when the payment account closes the Void/Return window. This is specific to the account and not something Cloud 9 can control, prevent, or circumvent.
NOTE: It can take 3-5 business days for the funds to reappear in the patient’s account. If they need those funds sooner, the practice can allow the payment to go through and process a manual refund to pay them from the drawer on the spot.
STORING A PAYMENT METHOD
To add a stored payment method to a patient, navigate to the patient’s Relationships tab, click the Payment Methods tab, and click the “Edit” button, and then the “Add Payment Method” button.
- Set the Merchant to KeyBank.
- Ensure the correct Account is selected.
- Choose either Credit Card or Bank Account.
- Verify the payment information in the window that appears; it should populate from the patient record.
- Click the “Save Payment Method” button.
Credit Cards
Bank Accounts
Verify the payment information, then click “OK.”
Make sure to save the patient record afterwards.
SETTING UP AUTO PAY FOR A CONTRACT
Click the Contract button in the ledger and select the contract you want to set up auto payments for.
Once in the contract, click the Auto Pay button in the Responsible Party section.
- Available payment methods are shown below, but selected with the drop-downs at the top of the window. Click “OK” when finished.
- You can also set up a backup payment method if the patient has more than one payment methods on their account; this will allow the system to use that backup method in the event that the primary is declined or otherwise inaccessible.
Verify the information in the RP section of the contract and don’t forget to save!
YOU’RE ALL SET!
You can now post and edit transactions processed using Cloud 9 Pay, as well as store payment information for point of sale and auto pay purposes.
For any additional questions regarding this process, Cloud 9 Support is happy to assist:
Phone: 1-800-394-6050 OPTION 2*
Email: cloud9support@planetdds.com