How to run a Credit Card Payment from Client
- Joseph Hernandez
Sunwave supports the use of MSR Compatible card swipers for taking payments directly from the calendar. Below are the steps to process a credit card payment using a swiper device, such as the MSR-90.
Credit Card Payment from Client via Manage EOB
If a client is giving payment to apply towards a Date of Service billed (co pay coinsurance deductible). You will go to Billing > Manage EOBS:
Click on the arrow in the New Remit button in the upper right hand corner:
You will choose card from patient (card from patient external is only used if you are not using Stripe):
Next you will fill in the Patient making the patient, the billing facility you are applying it to, the amount and the date of payment then click Next: Save and Start to Allocate Claims:
You will be brought to the following screen, where you will place the credit card information in the lower right hand section and select Process Payment:
Once the payment is processed a Transaction Status will appear along with a transaction ID. Once the payment is made you can apply it to a specific claim to allocate. If you scroll down you will see the claims section, if you click on the “+” it will bring up all eligible claims to apply the payment to.
Once finished click on “OK” to complete the posting process. If you only have a payment but nothing to apply it to as of yet, you can save it without applying a date of service it will show up on the Ledger but will also appear on your Unallocated report since it hasn’t been applied to anything.
Running a card through Payment Plans
When in CRM and creating payment plans you will click on the payment plans option under the CRM tab:
In this area click on Payment plan you will be applying the payment to, once in the payment plan click on New Payment then select Credit/Debit Card
You will be brought to the following screen, where you will place the credit card information in the lower right hand section and select Process Payment:
Once the payment is processed a Transaction Status will appear along with a transaction ID. Once this is completed click ok.
Steps to Process a Card Payment via Calendars
Access the Calendar:
Navigate to the Calendar within the Sunwave system.
Open the Payments Tab:
Select the patient or appointment you wish to process the payment for.
Go to the Payments tab.
Initiate the Payment Process:
Click on Take Payment and then select Credit Card.
Select Billing Facility:
Choose the appropriate Billing Facility from the dropdown menu.
Verify Payment Amount:
Ensure the payment amount is correct. If necessary, edit the amount to reflect the correct charge.
Proceed to Payment:
Click on Take Payment to proceed to the payment screen.
Swipe the Card:
On the payment screen, click on Swipe Card.
Ensure that the card swiper is properly connected to your computer.
Swipe the customer's credit card through the swiper device. The name on card, card number and expiration date will be automatically populated.
Enter Additional Information:
For security reasons, manually enter the CVV code and Billing Zip code.
Important Notes
Swiper Connection: Ensure that the card swiper is connected to the computer before attempting to swipe the card.
Manual Entry: The CVV and Billing Zip code must be entered manually to enhance security and comply with payment processing regulations.
Device Compatibility: While Sunwave is tested and confirmed to work with the MSR-90 card swiper, it may also support other similar devices.
Troubleshooting
Ensure Compatibility: Verify that you are using an MSR-90 or another device confirmed to be compatible with Sunwave.
Check Connection: Make sure the card swiper is securely connected to the computer. Reconnect the device and try swiping the card again.
Device Status: Check if the device is properly recognized by the computer and Sunwave. This can often be done by checking device settings or indicators on the card swiper.