Online Bill Pay

Online Bill Pay allows patients to submit a credit card payment through their Patient Portal Account. Practices can then apply the patient’s payment to one or more date of service or convert the payment to a prepayment. In order to use Online Bill Pay, practices must have the Patient Portal Module, Valant's integrated payment processing, and the Online Bill Pay Module enabled. Users must have the "Easy Billing" permission enabled to access the "Apply Portal Payment" page.   

Patient Perspective

The patient will log into the Patient Portal and click on the “Make a Payment” under “Quick Links” or on the “Billing” Tab. Clicking either link will open the “Automated Payment Processing” window. 

The window allows the patient to enter their credit card information, the amount they want to pay, and can check the “Save to Card Manager” box to store the credit card for later use. If the card is stored through the portal than the practice will be able to access the charge to charge and credit the card. They will also be able to edit all details of the card, except for card number and CVV. Patients will also have access to the “Card Manager” but they can only see cards saved via the Patient Portal. Cards entered in the EHR from the practice will not be accessible via the portal. This is to protect information that was potentially given by someone other than the patient (i.e. guarantor, divorced parents, etc).

After successful payment the patient will see a new row added to the “Online Payments” grid displaying the payment date, amount and “Applied to Balance?” on the billing tab. The applied to balance will say “No” until the practice manually applies the payment. Patients cannot select where the balance is applied. When a patient submits a payment, their card will be charged but their balance will not be updated until the practice manually applies the payment. The patient may need to refresh the page to see the processed payment.  The patient will receive an email receipt of the transaction if the "Email for Receipt" field is completed. 

Saving a Card without a Payment

Practices that would like patients to have a card on file without accepting a payment can have patients access the "Billing" tab on the Portal. The bottom of the page they will see the Card Manager. They can click the New Card Entry button to open the "New Card Manager Entry" window. 

The "New Card Manager Entry" has patients enter card details to save the card for the practice to charge at a later time. When a card is added by a patient the practice will see it in the Card Manager on the Persons and Institutions | Patients | Balances tab.  

Practice Perspective

In the EHR there is a new Action Item called “Unapplied Portal Payments”. Clicking the action item will take the user to the “Apply Portal Payment” page. Users can also access the page by selecting Billing | Apply Portal Payment from the navigation menu.

This page will show a list of all unapplied portal payments and their specific details. Payments made through the portal are not attached to any specific visit. It is at the discretion of the practice how to apply those payments.  

Users should click the “Action” drop-down to apply the payment, view a receipt, convert to prepayment, edit the note or view a history of the payment and any edits. Converting a payment to pre-payment will change the "Applied to Balance" field in the Patient Portal to say "Yes". When Apply a Payment is selected it will function take users to the Apply Patient Payment and require the same workflow as applying a patient payment. 

Resources

Online Bill Pay (Patient Handout).docxThis handout is meant for your practice to use as a document for patients who will be making payments through the portal. You are welcome to customize this page for what works best for your practice and distribute to clients. Practices may also want to consider adding a version of the handout in Practice Documents as a "Patient Portal Forms" document type so it will be available to all patients via their portal account. 

 Online Bill Pay Guide .pdfThis guide is a pdf of the above article that can be downloaded and used a reference guide. 


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