What Is It:
Scheduled Contract Payments is a new functionality within Cloud 9’s new Automation Suite.
It enables true automation of posting scheduled contract auto pays. Once set up, these routines will handle the processing of primary and backup payments and applying NSF fees. For offices with C9 Connect, Scheduled Contract Payments can facilitate patient communication by sending receipts, declines, and expiring card email and text notifications.
Employee Permissions:
Step 1: Go to Edit > Setup, then select Employees from the setup library.
Step 2: Select “Edit Scheduled Contract Payments” from the Permissions multi-select area.
How Do I Use It?
Go to Edit > Automation Suite.
The first time you set up, you will see the screen below. Select “New Automation” to begin the setup.
Step 1: Name the payment schedule (e.g. All Locations, Dr. Smith’s Offices, etc.)
Step 2: Select at least one location to apply the automation.
If you want to select all of your locations, you can choose “Select All” or the
location “Practice”
If you want to select multiple locations, click the location name, and that
location will be highlighted (and selected)
Step 3: Click the “Create” button
Step 4: Continue the setup process by selecting “Add Event”
Step 5: Select the Event Type (Primary, Backup, or NSF)
NOTE: All customers have the option to set up the automation of THREE charge types:
NOTE: Customers who have purchased Cloud 9 Connect will ALSO have the option to select from the three patient communication options
Send Receipt
Declined Message
Expiring Cards
If C9 Connect is not active, this screen will appear:
Step 6: Configure when and what automations to schedule
For the three payment charge types (Primary, Backup, NSF), set the following:
Type of Event: Primary, Backup, or NSF
Event Occurs: What time of day do you want this to run?
Backup and NSF: Run the day of or the day after?
Step 7: Select “Save”
NOTE: When adding automation for NSF (Insufficient Funds Charge), there must be a corresponding Insufficient Funds Charge transaction type set up in the Setup > Transaction Types library section
NSF Charges only apply to ACH transactions
If Cloud 9 Connect is Active, Continue …if not, skip to Step 12
Step 9: Continue setting up the automation of the patient communications
Note: There is a standard email and text message template already configured for each communication type. These may be edited, or new emails and/or text messages can be created as desired.
Step 10: Select to send a text, email, or both
Step 11: Select the appropriate document template for each type of communication
Step 12: Click “Save”
Step 13: Set up for additional locations as needed
Create Custom or Edit Standard SCP Email and Text Messages
Step 1: Open Home > Document Editor
Step 2: Create or Edit Automation Emails and Texts
To Create New: Select either “New Payment Email” or “New Payment Text”
To Edit Existing: Select “Open”
Step 3: Save new or updated email or text
Note: The new email or text template is now available for use within the Automation Suite