Credit Card Plus — Nonpatient Payment Activity

athenaCollector

athenaOne for Hospitals & Health Systems

This page allows you to process payments for product purchases that are not associated with claim-level services. Products such as cosmetics, diet bars, nutritional supplements, creams, lotions, or soft drinks may be purchased by patients and nonpatients. You can accept credit cards, cash, or checks for these payments.

  • For the Cash payment type, you will enter payment details on the same page.

  • For Check or Credit Card payment types, you will enter payment details on a separate page. Different fields appear, based on the payment type you select.

    Tip: Use the step indicator at the top of the page to help you track where you are in the payment collection workflow.

Note: Use the Nonpatient Payment Activity page to record purchases of nonmedical products. We recommend that you not use "MISC" (miscellaneous) procedure codes for these nonmedical items; depending on your contract with athenahealth, you may be invoiced on transactions posted to MISC codes.

 

On the Main Menu, click Financials. Under PAYMENTS, click Nonpatient Payment Activity.

 

 

 

Your practice must have the Credit Card Plus feature enabled, and you must have the Credit Card Plus: Payment Processing user permission or role, along with one of the following roles:

  • Administrative/Clerical Staff — Collector
  • Billing Staff — Collector

 

 

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

Tip: Use the step indicator at the top of the page to help you track where you are in the payment collection workflow.

  1. Payment Collection Details:
    1. Payment type — Select Credit Card.
    2. Complete the required fields. See Nonpatient Payment Activity > Field Reference for details.

    3. Click Continue.

  2. (If no credit card device is connected) Use your athenaOne username and password to log in to Credit Card Plus, and then click Login.

    The Payment Type Details page appears.

    1. Complete the required fields. See the Nonpatient Payment Activity > Field Reference for details.
    2. Click Confirm Collection to finalize the purchase.

  3. Payment Confirmation:

    1. Click View Receipt to view the payment receipt details.
    2. From the receipt window, you can

      • Print

      • Email Receipt
      • Void Payment


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.

 

  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. Locate the transaction under the Previous Payments heading and click the refund link to the left of the transaction.
    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. The Collect Payment page appears.

  2. Payment Collection Details:
    1. Payment type — Select Cash/Other.
    2. Payment method — Select Cash.
    3. Complete the required fields. See Nonpatient Payment Activity > Field Reference for details.

    4. Click Confirm Collection to finalize the purchase.

  3. Payment Confirmation:

    1. Click View Receipt to view the payment receipt details.
    2. From the receipt window, you can

      • Print

      • Email Receipt
  4. Click Close window.
    The purchase now appears on the Nonpatient Payment Activity page. You can access the receipt or issue a refund.

 

 

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

Tip: Use the step indicator at the top of the page to help you track where you are in the payment collection workflow.

  1. Payment Collection Details:
    1. Payment type — Select Check.
    2. Check Number — Enter the last 4 digits of the check number. For guidance on distinguishing between personal and business check formats, check this article in the Success Community: What Types of Checks are Supported by Credit Card Plus Processing?.
    3. Complete the other required fields. See Nonpatient Payment Activity > Field Reference for details.

    4. Click Continue.

  2. Payment Type Details:

    1. Complete the required fields.
    2. The Account number, Routing number, and Check number fields are automatically filled in when you scan the check.

    3. Click Collect Payment to finalize the purchase.

  3. Payment Confirmation:

    1. Click View Receipt to view the payment receipt details.
    2. From the receipt window, you can

      • Print

      • Email Receipt
  4. 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. The Collect Payment page appears.
  2. Payment Collection Details:
    1. Payment type — Select Credit Card.
    2. 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)."
    3. Amount — Enter the dollar amount collected.
    4. Complete the other required fields. See Nonpatient Payment Activity > Field Reference for details.

    5. Click Continue.

  3. (If no credit card device is connected) Use your athenaOne username and password to log in to Credit Card Plus, and then click Login.
    The Payment Type Details page appears.

    1. Complete the required fields. See the Nonpatient Payment Activity > Field Referencefor details.
    2. Click Collect payment.

  4. Payment Confirmation:

    1. Click View Receipt to view the payment receipt details.
    2. From the receipt window, you can

      • Print

      • Email Receipt
      • Void Payment

 

 

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.

 

 

 

 

This page allows you to process payments for product purchases that are not associated with claim-level services. Products such as cosmetics, diet bars, nutritional supplements, creams, lotions, or soft drinks may be purchased by patients and nonpatients. You can accept credit cards, cash, or checks for these payments.

  • For the Cash payment type, you will enter payment details on the same page.

  • For Check or Credit Card payment types, you will enter payment details on a separate page. Different fields appear, based on the payment type you select.

    Tip: Use the step indicator at the top of the page to help you track where you are in the payment collection workflow.

Note: Use the Nonpatient Payment Activity page to record purchases of nonmedical products. We recommend that you not use "MISC" (miscellaneous) procedure codes for these nonmedical items; depending on your contract with athenahealth, you may be invoiced on transactions posted to MISC codes.

 

 

 

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.

 

 

Nonpatient Payment Activity
Collect Payment — Payment Collection Details
Post Date Enter today's date.
Payment type

Select the payment type:

  • Cash/Other
  • Check
  • Credit Card
(different fields appear based on the selected Payment Type)
Payment method

(This field appears if you selected Payment type: Cash/Other)

 

Select the payment method from the list.

Note: The payment method menu is administered on the Payment Methods page.
Name

(This field appears if you selected Payment type: Cash/Other)

 

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.
   
Check Number

(This field appears if you selected Payment type: Check.)

 

Enter the last 4 digits of the check number.

For guidance on distinguishing between personal and business check formats, check this article in the Success Community: What Types of Checks are Supported by Credit Card Plus Processing?.
Payment Collection Details (table)
Department Select the department from the list.
Description

Enter a brief description of the item (for example, "can of soda" or "ice pack").
Amount

Enter the price of the product, excluding taxes.
Taxable Select this option if tax applies to this product.
Tax Rate Enter the state tax rate if it is different than the default rate for your practice.
Today's Payment Displays the total payment due, including taxes.
Total Displays the total payment due, including taxes.

Payment Type Details

(different fields appear for each Payment Type)
Payment Type: Credit Card
How is the credit card information supplied?
  • The card is present — The credit card was presented (used) at time of payment.
  • By telephone/email — Credit card information was supplied on the phone or by mail.
Cardholder's name

Enter the name on the credit card.

This field is populated by a successful swipe of a credit card.
Credit card number Enter the credit card number.
Expiration date

Enter the expiration date.

This field is populated by a successful swipe of a credit card.
Security code

Enter the security code.

This field is populated by a successful swipe of a credit card. Required for non-Card Present transactions.

Optional for Card Present transactions.
Billing address
Address line 1 Enter the street address of the credit card holder.
Address line 2 Enter the rest of the street address of the credit card holder. Optional.
City Enter the city of the credit card holder. Optional.
State Enter the state of the credit card holder. Optional.
ZIP Enter the ZIP code of the credit card holder.
Payment Type: Check
Check amount Enter the amount of the check.
Name on check Enter the name on the check.
Note: The name is displayed on the receipt and in the transaction details on the main Nonpatient Payment Activity page.
Check type
  • Personal
  • Business
  • For guidance on distinguishing between personal and business check formats, check this article in the Success Community: What Types of Checks are Supported by Credit Card Plus Processing?.
    		•
    Account number This field is automatically populated when you scan the check with the check scanner device.
    Routing number This field is automatically populated when you scan the check with the check scanner device.
    Check number This field is automatically populated when you scan the check with the check scanner device.
    Previous Payments — Column Headings
    ID The system-generated ID of the remittance record associated with the nonpatient payment.
    Record # The system-generated ID of the E‑payment associated with the nonpatient payment.
    Name If a credit card was used, the cardholder name as it appears on the credit card.
    Description A brief description of the item.
    Posted The date that the payment was made.
    Amount The price of the product, excluding taxes.
    Tax Amount The tax amount on the transaction.
    Total Amount The total payment amount, including taxes.
    Card/Check # The last four digits of the credit card number or the check number used to make the payment.
    Payment Method

    If a credit card was used, the credit card brand.

    Otherwise, the payment method (i.e., eCheck, cash).
    EPayment? Indicates whether the payment was an E‑payment (processed through CCP) or a non-CCP payment ("Cash/Other" was selected as the "Payment Type").

     

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