E-Payment Activity

1. Display the E-Payment Activity page: On the Quickview, click E-payment activity or on the Patient Activity page, click view e-payment activity.
2. Click receipt.
   Note: If this transaction was collected on another patient's account and then transferred to the patient whose record you are now viewing, the receipt shows the name of the original patient from whom the payment was collected.
3. Click Print Receipt to print the receipt.
   A print version of the Quickview appears in a new window.
4. Select the printer and then click Print.

1. Display the E-Payment Activity page: On the Quickview, click E-payment activity or on the Patient Activity page, click view e-payment activity.
2. Click receipt.
3. Click Email Receipt.
4. Email — Select the email address from the list. If the patient has no email address on file, athenaOne selects "Other."
5. If "Other" is selected, enter the email address.
6. Click Send Email.
   Note: If this transaction was collected on another patient's account and then transferred to the patient whose record you are now viewing, the receipt shows the name of the original patient from whom the payment was collected.

1. Display the E-Payment Activity page: On the Quickview, click E-payment activity or on the Patient Activity page, click view e-payment activity.
2. At the bottom of the page, you can view a record of each email receipt sent, the recipient's email address, and the date that you sent the email receipt.
3. Click view to see a record of an individual email receipt.
   
   

To move money from a claim into unapplied, you must have the ePayment Poster permission, which is included in the *Payment Poster role.

1. Display the E-Payment Activity page: On the Quickview, click E-payment activity or on the Patient Activity page, click view e-payment activity.
2. Click Detail view to display the detailed view of the Patient Activity page.
3. Locate the transaction that you want to move to unapplied credit.
4. Click move to unapplied next to the transaction. The money is automatically moved into this patient's unapplied credit.

You can void a payment or refund only on the day it was collected and before the transaction is fully processed, before 8:00 p.m. EST.

It is not possible to void an e-check processed via CCP. After you click Collect Payment and receive a "successful transaction" message, the payment must be processed by your bank. To reverse this payment, you must follow the Issue Patient Refund workflow. You cannot refund an electronic check payment until the funds have settled at your bank. The refund patient link on this page appears only after the funds have been fully processed.

1. Display the E-Payment Activity page: On the Quickview, click E-payment activity or on the Patient Activity page, click view e-payment activity.
2. Locate the credit card transaction that you want to void.
3. Click void.
   A message asks you to confirm that you want to void the payment or refund. To proceed, click OK. If you do not want to proceed, click Cancel.
   If you click OK, a confirmation message should appear telling you that the reversal was successful and providing the details of the transaction.

You can issue a refund directly to a patient's credit card if the patient paid using that same credit card and the charge was recorded in athenaOne. E‑check transactions must be manually refunded via cash or a check written to the patient from your practice account. See Issue Patient Refund for information about issuing a cash or check refund.

Note: If you need to refund a credit card payment immediately after you complete the transaction, see "To refund a credit card payment at the time of sale."

1. Display the E-Payment Activity page: On the Patient Actions Bar, click Billing, and then click E-Payment Activity.
2. Locate the transaction that you want to refund. Make a note of the card type and the last four digits of the card number.
3. Click refund patient.
   A pop-up message appears.
4. Click OK to display the Issue Patient Refund page.
5. Credit — This read-only field shows any refundable E-payment credit.
   Note: If the funds appear in the Unrefundable E-Payment Credit field, the transaction has not been fully processed yet, and you must wait until it moves to the E‑Payment Credit field before you can refund it back to the credit card.
6. Refund as — Select Refund directly to credit card.
   The amount shown in parentheses is the total amount that you can refund to the patient's credit card, and is the total amount of unapplied credit card payments made via athenaOne. This amount may not match the amount in the Credit field.
   Note: If the credit card has expired or if the merchant ID (MID) is inactive or deleted, athenaOne provides instructions for submitting the refund.
7. Unapplied — Select one or more transactions to refund. If you do not want to refund the full amount, enter the amount to refund. You cannot refund more than the amount of the transaction.
   
8. Refund total — This read-only field displays the total amount of the refund transaction that you are processing.
9. Refund for department — Select the department from which to issue the refund. The refund will be executed from the merchant ID associated with the selected department.
10. Click Post Refund.
11. Print the patient's receipt.
    If you refunded money to multiple credit cards, there will be a receipt for each refund.

Note: If you process a refund to a credit card that is now closed, the patient must contact the card issuing bank for assistance. If the patient has thrown the card away and does not know the account number, we can retrieve that information for the patient by working with Elavon.

You can refund a credit card payment to the patient's credit card at the time of sale by voiding the payment.

1. After the credit card payment transaction is complete, click Void This Payment.
   A message asks you to confirm that you want to void the payment.
2. Click OK to void the payment (you can click Cancel to cancel the void).
   A confirmation message informs you that the void was successful and provides details of the voided transaction.

You can transfer money to another patient account only if the patient has an unapplied e-payment credit. Some or all of the funds can be moved to any existing patient account in athenaOne within your practice. However, if your organization uses provider groups, you can transfer money to a patient account only within the provider group where the money was originally collected.

Note: You cannot transfer money on the same day that the money was collected (the transfer to patient link does not appear on the E-Payment Activity page until the following day).

1. Display the E-Payment Activity page: On the Quickview, click E-payment activity or on the Patient Activity page, click view e-payment activity.
2. Locate the transaction that you want to transfer.

3. If the funds that you need to move are applied to a claim, you must click move to unapplied before you can see the transfer to patient option.

4. Click transfer to patient to display the Transfer Money to Other Patient page. The Available to Transfer field shows how much money you can move. You can move all or part of the funds.
5. Amount to Transfer — Enter the amount to transfer.
6. Transfer to Patient — Enter the patient account number or name of the patient that you want to transfer funds to. When you begin to type in this box, a list of possible patients appears. Make sure to select the correct patient from this list.
7. In Department — Select the department that you want to associate with this transfer. The default value is the department of login.
8. Click Transfer to proceed.
   A message asks whether you are sure that you want to transfer the funds from this patient to the other patient.
9. Click Confirm Transfer. A confirmation message appears.
10. Click OK to return to the E-Payment Activity page.

Autovoids occur when the confirmation status of a transaction is not received from Elavon (the athenahealth partner for credit card processing).

When a payment is initiated, athenaOne submits an inquiry to Elavon requesting approval. If the transaction is approved but the response from Elavon is interrupted, the payment may appear as Failed even though the patient's card is charged. To prevent double-charging the patient if another payment is taken, athenaOne autovoids the first transaction.

A transaction response may be interrupted for any of these reasons:

• Cancel button on the Ingenico terminal was pressed
• Collect Payment page was closed during the transaction
• Network connection between Ingenico terminal and Elavon was dropped
• Port connectivity issues

Autovoids may cause an authorization hold on the patient's account for the amount of the payment that was voided. In this case, the patient will need to contact the bank that issued the credit card and ask the bank to remove the authorization hold for a transaction that was never processed. If the bank will not remove the authorization hold, the hold will be removed from the account automatically and the funds released, but this removal can take up to 30 days.

U.S. Bank (rather than Elavon) processes business and corporate e-checks after you scan them. Scanned checks are processed in one to seven days.

Important: Please take the one-to-seven-day processing delay into account when planning for month-end reconciliation.

You can determine that a check is a business or corporate check when the number in the top right corner matches the first set of numbers in the Magnetic Ink Character Recognition (MICR) line.

For personal checks, the number in the top right corner matches the last set of numbers in the MICR line.

Note: If the account number, check number, or routing number is missing (or invalid) on the check you are scanning, athenaOne displays a warning message and does not process the check.

athenahealth processes business and corporate e-checks with U.S. Bank. Do not submit these checks to U.S. Bank manually to avoid creating duplicate records. When you scan a business or corporate e-check, print a receipt before you close the receipt window. Otherwise, you must wait until the check is processed before printing the receipt.

After a business or corporate e-check is scanned, processed, and posted to the claim or patient account, you can view the transaction on the Patient Activity page. The receipt does not appear on the E-Payment Activity page or the Nonpatient Payment Activity page.

Note: Business and corporate e-check payment information does not appear on the Manage Time-of-Service Money page, Time Of Service Payment Summary page, or the Time of Service Collections report.