User Guide — Burroughs Check and ID Card Scanner Device

Only administrative users can add or edit the Burroughs check and ID card scanner on the Device Management page.

Important: Do not connect the Burroughs check and ID card scanner to your computer until this initial setup is completed.

1. If the athenaOne Device Manager (ADM) application is not yet installed, install it as described on the Device Management page.
2. Display the Device Management page: On the Main Menu, click Settings > Device Management.
3. If your practice used the Burroughs check and ID card scanner previously, the device is listed in the Devices table. Go to step 8.
4. If the device is not listed in the Devices table, click Add new.
   Additional fields appear.
5. Device — Select Burroughs Card and Check Scanner.
6. Departments — Click All to use the device in all departments, or click Selected to choose the departments that can use the device.
7. Click Save.
   A new row appears in the Devices table for the Burroughs device.
8. In the ADM Module column of the Devices table, click the Install link to install the Burroughs device module.
9. In the Device Software column of the Devices table, click Download to download the required device software.
1. Open the file you downloaded and click Install in the installation wizard.
2. Click Next when the installation is completed, and click Finish to close the installation wizard.
10. Verify the Burroughs device installation on the Device Management page: On the Main Menu, click Settings > Device Management.
    The row in the Devices table for the Burroughs device should look similar to this:
    
11. For instructions to connect the hardware, see the Burroughs Check Scanner Installation, Testing, Usage, and FAQ guide on the Success Community.

After you add the Burroughs check and ID card scanner on the Device Management page, the Add/Update Insurance Card Image, Prescription Card Image, and Add/Update Driver's License pages include a Scan button, which provides a simple way to scan cards without external software.

To scan cards using the Burroughs check and ID card scanner, the device must have approximately 2 inches of room behind it. The device comes with an extender that ensures the required spacing.

1. Display any of these pages:
• Add/Update Insurance Card Image page: On the Quickview or Check-in page, under the Insurances heading, click Add card image next to the Insurance Card Image field.
• Prescription Card Image page: On the Quickview or Check-in page, under the Insurances heading, click Add card image next to the Prescription field.
• Add/Update Driver's License page: On the Quickview or Check-in page, under the Registration Information heading, click Add card image next to the Driver's license image field.
2. Click the Scan button.
3. Insert the card into the device's left slot. The front of the card must face outward.
   
   The card moves through the device.
4. When the card stops moving, remove the card from the Burroughs device.
   The scanned image is displayed on the Add/Update Insurance Card Image, Prescription Card Image, or Add/Update Driver's License page.
5. Validate this image against the patient's card.
6. Click the Save button.
   

As of November 2020, 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. For more information, see Processing business and corporate e-checks.

Note: Elavon still processes personal e-checks.

1. Insert the check into the check scanner.
   The fields are automatically populated, and an image of the check appears.
   You can use the additional fields (for example, Driver's license number, Other identification) to record identifying information based on your practice's policy.
   Note: Click Reset Scanner if a check becomes lodged in the scanner, or if you need to reset the scanner after a power outage. This action will clear the scanner, and you can then resume collecting check payments.
2. Enter the check amount in the Confirm Amount field. (Use the zoom in button if the check image is too small to read.)
   This step verifies that the amount on the check matches the amount you entered in the Today's Payment field.
   Note: This double entry system is important to ensure that the check amount is entered properly because checks cannot be voided like credit cards. If the amounts do not match, you receive a warning and are prohibited from proceeding until the discrepancy is resolved.
3. The receipt window appears with a message stating that the transaction was successful.
   Tip: If you scanned 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.
4. If the message states that the transaction was unsuccessful, follow the instructions in the message or request another form of payment.

Processing business and corporate e-checks

 

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.