Credit Card Plus — Nonpatient Payment Activity

1. Display the Nonpatient Payment Activity page: On the Main Menu, click Financials. Under PAYMENTS, click Nonpatient Payment Activity.
2. Click Collect payment.
   A new window opens.
   
3. If prompted, use your athenaOne username and password to log in to Credit Card Plus, and then click Login.
   The Collect Miscellaneous Payment page appears.
4. Description — Enter a brief description of the item (for example, "can of soda" or "ice pack").
5. Amount — Enter the price of the product, excluding taxes.
6. Taxable? — Select this option if tax applies to this product, and change the tax rate if it is different than the default rate for your practice.
7. Click add to add another item and fill in the Description, Amount, and Tax Rate fields for the second item.
8. Payment type — Credit Card is selected by default.
9. Swipe or insert the credit card, or manually enter the credit card number.
10. Enter the purchaser's address in the Billing address fields.
11. Verify that all the information is correct.
12. Click Collect payment.
    The receipt window appears with a message stating that the transaction was successful.
13. If the message states that the transaction was unsuccessful, follow the instructions in the message. Follow-up activities may include calling an authorization phone line.
    Note: If the instructions are illegible, request another form of payment.
14. Click Print Receipt.
15. Ask the purchaser to sign the merchant copy (retain the signed merchant copy in a secure place).
16. Give the other receipt copy to the purchaser for their records.

1. Display the Nonpatient Payment Activity page: On the Main Menu, click Financials. Under PAYMENTS, click Nonpatient Payment Activity.
2. Locate the transaction under the Previous Payments heading and click receipt.
3. Click Email receipt.
4. Email address — Enter the email address of the recipient.
5. Click Send Email.

1. Display the Nonpatient Payment Activity page: On the Main Menu, click Financials. Under PAYMENTS, click Nonpatient 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.
   

If you collect payment for a nonmedical purchase using Credit Card Plus and later need to refund it, use the Nonpatient Payment Activity page.

1. Display the Nonpatient Payment Activity page: On the Main Menu, click Financials. Under PAYMENTS, click Nonpatient Payment Activity.
2. Click the refund link to the left of the transaction under the Previous Payments heading.
   The Nonpatient Payment Refund page appears.
3. Refund Amount — If the amount of the refund is different than the amount shown, enter the refund amount.
   Note: You cannot enter an amount that is greater than they original paid amount.
4. If the payment was made with a credit card, an electronic refund to the same credit card will be processed automatically. If you want to refund the patient using a different credit card or using cash or check, follow these instructions.
1. Refund Credit Card Manually? — Select this option.
   Note: Use this option if the credit card that was charged has expired or if an attempt at an electronic refund has failed.
2. Method — Select a refund method from the menu, for example, the type of credit card, cash, or check.
3. Check #/Last 4 digits of CC # — Enter the check number or the last four digits of the credit card. (This field does not appear if you selected Cash from the Method menu.)
4. Deposit Location — This field appears only if you selected Check from the Method menu. You can select the location where the payment was deposited.
5. Bank Account — This field appears only if you selected Check from the Method menu. Select the bank account from which you are drawing the refund payment.
5. If the payment was made by cash or check, follow these instructions.
   1. Method — Select a refund method from the menu, for example, a credit card, cash, or check.
   2. Check #/Last 4 Digits of CC # — If you selected a credit card or check refund, enter the check number or the last four digits of the credit card.
   3. Deposit Location — This field appears only if you selected Check from the Method menu. You can select the location where the payment was deposited.
   4. Bank Account — This field appears only if you selected Check from the Method menu. Select the bank account from which you are drawing the refund payment.
6. Click Refund.

1. Display the Nonpatient Payment Activity page: On the Main Menu, click Financials. Under PAYMENTS, click Nonpatient Payment Activity.
2. Click Collect payment.
3. If prompted, enter your athenaOne username and password, and then click Login.
   The Collect Miscellaneous Payment page appears.
4. Description — Enter a brief description of the product purchased.
5. Amount — Enter the dollar amount collected.
6. Payment type — Select Cash / Other.
   The credit card fields disappear.
7. Payment method — Select Cash.
8. Name — Enter the purchaser's name.
   Note: The name is displayed on the receipt and in the transaction details on the main Nonpatient Payment Activity page.
9. Click Collect payment to finalize the purchase.
10. Click Print to print the receipt for the purchaser.
11. Click Close window.
    The purchase now appears on the Nonpatient Payment Activity page. You can access the receipt or issue a refund.

If your practice uses CCP, you may need to use the CCP system to collect patient payments for balances that do not relate to athenaOne dates of service/claims.

1. Display the Nonpatient Payment Activity page: On the Main Menu, click Financials. Under PAYMENTS, click Nonpatient Payment Activity.
2. Click Collect payment. The secure electronic payment application login window appears.
3. If prompted, enter your athenaOne username and password, and then click Login.
   The Collect Miscellaneous Payment page appears.
4. Description — Enter the description of the transaction. For audit reasons, this description should be something like "List patient Last Name — Credit balance for Legacy Account (list legacy account number)."
5. Amount — Enter the dollar amount collected.
6. Click add. You can enter additional payments for the same credit card if desired.
7. Complete the credit card information to take payment.
8. Click Collect payment.
9. Issue the receipt to the patient.

You can use the Manage Time of Service Money page to display payments collected using the Cash / Other payment method on the Nonpatient Payment Activity page. On the Manage Time of Service Money page, you can:

• Reconcile payments
• Create bank deposit
• Verify electronic deposits

Some payers issue virtual credit cards (VCCs) for claims as a form of payment in place of a check or EFT deposit. Virtual credit cards are printed on the remittance and contain all the necessary information to manually process the credit card payment. You can decide whether to accept VCC payments from payers; however, athenahealth strongly recommends that you request an alternate form of payment. If you choose to accept VCC payments, athenahealth processes VCC payments on your behalf, unless you opt out of this service. (For more information, see Virtual Credit Cards.)

If you opt out of this service, athenahealth will still redact all virtual credit cards to remain PCI compliant, and your practice must work them.

To process the payment, use the credit card information from the payer; this information is usually located on the first page of the EOB packet. If the EOB/ERA was received by athenahealth and the credit card information was redacted (to comply with Federal law), contact the payer to obtain a clean faxed copy of the EOB.

Following are the general steps for processing a single-use virtual credit card remittance received by your practice.

1. If you have Credit Card Plus (CCP), process the payment using the Nonpatient Payment Activity page. If you do not have CCP, process the payment using your credit card machine.
   When you process the payment using the Nonpatient Payment Activity page, a Nonpatient Payment ID number is created (the remittance record is automatically closed). Write down the Nonpatient Payment ID number.
2. If the EOB was received by athenahealth, return the Remittance Advice Received remittance record to athenahealth for posting using the Credit Card Processed action.
3. If the EOB was received at your office, forward the notification of payment and the related EOB to athenahealth for posting using a BYOLB Remittance Template and the Submit Remittance tab of the Manage Remittance page.

See Virtual Credit Cards for complete instructions on processing virtual credit card payments.

The Time-Of-Service Payment Summary report includes cash (non-electronic) payments collected from the CCP nonpatient payment workflow.

• The records appear with a reason of "NONPATCASH," which reflects the unpostable type that holds the funds.
• The Method field displays the payment method (Cash, MC/VISA, Check, etc.) specified in the nonpatient payment workflow.
• The Patient field displays the unpostable ID because there is no patient associated with [cash] nonpatient payments.