Summary
While setting the contracts up on Autopay can be time saving, there are still times when you'll need to process a one-time credit card payment in Cloud 9. This article reviews how to do so and pre-requisites needed.
Setup
Before beginning, you need to make sure your payment type of 'Credit Card' is marked as 'Is Credit Card' in Edit > Setup > Transaction Types. If it is not, this needs to be applied by someone at the practice who can access the Edit > Setup menu.
Processing the Payment
Step 1. From the patients ledger, click the card icon in the upper right.
Step 2. Double Check that the 'assigned location' and 'posting location' fields are correct on the Post a Payment Screen. These should automatically generate based on which location you are logged into, but please always double check them. They cannot be changed once the payment has been run.
Step 3. Make sure the Responsible Party or Insurance ledger is selected in the 'Responsible' or 'Insurance' field, whichever is applicable.
Step 4. Click 'Credit Card' in the 'Payment type' field. After doing this, make sure that at the bottom the 'authorize credit/debit card' box is checked. This triggers the payment processor window to open and take the payment.
Step 5. Skip this step if you are manually entering or swiping the card. If you have saved the payment method within Edit > Patient > Relationships you can choose it as a saved payment method. Read THIS article for instructions on how to do that. If it is not saved the field 'Saved Payment Methods' will not allow you to select anything.
Step 6. In the 'Amount' field, enter the amount of the payment. Also, this is when you would add something to the 'note' field or 'reference' field if your office needs this information on the payment on the ledger.
Step 7. At the bottom of the screen, under the 'authorize credit/debit card' box, make sure the correct entry is saved. If you are using a chip reader, click 'emv.' If you are manually entering the card click 'keyed.'
Step 8. When you are sure all information entered is correct, click the green 'save' in the upper right. This will open the payment dialogue window which will let you enter or swipe the card.
Once you complete the dialogue window for the payment processor, your one time payment will be processed and show up on the ledger.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.