User Guide — Card on File

1. On the Check-in or Checkout page (Patient tab), click Save a new card under the Payment and Balances heading.
   The secure electronic payment application login window appears.
   
2. Enter your athenaOne username and password.
3. Click login.

 

Under the Card on File heading:

1. Card on File type — Select an option from the menu:
   • Card Expiry — Create a Card on File agreement that remains active until the credit card expires.
   • One year — Create a one-year Card on File agreement.
   • Today's appointment — Create a single-appointment Card on File agreement.

2. Maximum amount — Verify the default amount in this field, or enter a new maximum amount that can be charged to this card under this Card on File agreement.

    

   Note:You can change the default Maximum Amount on the Credit Card Plus Settings page.Users also have the option to make a one-time payment with any card for payment plans that have exceeded their maximum charge balance.
   

 

Important: You must enter the cardholder's billing address to enable a Card on File agreement.

1. Swipe or insert the credit card. This action automatically populates all the credit card fields.
   Note: You can also type the information into the fields if necessary.
2. Billing address — Select the billing address for the cardholder. You can select the patient or guarantor address on file, or you can add a different address. The address must match the address that is associated with the credit or debit card.
   Note: When athenaOne detects a credit card swipe, the address area on the Collect Payment page is automatically hidden.
3. Verify that all the information is correct.
4. Click Collect payment.
5. The receipt page appears, showing the Card on File agreement, and the receipt associated with the payments collected. A Card on File heading also appears in the patient's Quickview.

 

Important: athenahealth highly recommends that you obtain the cardholder's signature, but the "wet" signature is not required.

1. Click Print to display a printer-friendly version of the agreement, and then click Print Agreement to print a hard copy of the Card on File agreement.
2. You can click Email receipt to provide the cardholder with an electronic copy.
3. Have the cardholder sign the agreement.

 

With Card on File, your practice can:

• Collect future patient balances automatically by credit card, debit card, or HSA/FSA card
• Collect future patient balances for multiple appointments
• Reduce patient statement costs and collection agency fees
• Reduce the time to collect patient balances
• Collect future TOS payments without re-entering card information

With a Card on File one-year agreement, your patients can:

• Pay future balances and copays conveniently
• Make payments automatically using their credit card of choice
• Make a one-time manual payment towards an upcoming Card on File charge online with an alternate card
• Avoid writing checks to pay monthly bills by mail
• Specify a total maximum amount to be charged
• Cancel the contract at any time
• Receive notifications and receipts sent via email

 

A Card on File agreement can be set up for the following durations.

• A card expiry Card on File agreement covers any charges incurred until the expiration date of the credit card.
• A one-year Card on File agreement covers any charges incurred within a year. Patients can also use the card to pay for time-of-service charges or to make payments over the phone without swiping or inserting the card again.
• A single-appointment Card on File agreement covers any charges incurred for a particular appointment. Users also have the option to make a one-time payment with any card for payment plans that have exceeded their maximum charge balance.

Note: A Card on File agreement does not cover all claims that have a patient balance. If a claim was created before the cardholder signed the Card on File agreement, that claim is not covered by the agreement.

 

You can create a Card on File agreement when you collect payment during an encounter on the Check-in or Checkout page (Patient tab).

 

athenahealth highly recommends that you obtain the cardholder's signature in person for the Card on File agreement. However, this "wet" signature is not required.

Important: If you do not obtain the cardholder's signature in person, you must understand the implications of not retaining a signed agreement on file. If a cardholder disputes a charge under the Card on File agreement, you may not have documentation available to respond to the dispute. Although the cardholder is still responsible for the outstanding charges, you may incur fees associated with a chargeback transaction.

 

To change the parameters of an existing Card on File agreement, you should cancel the agreement and create a new agreement, including a new signature if possible.

 

You cannot establish a single-appointment contract if a Card on File agreement already exists, but you can establish an automated payment plan when a Card on File agreement exists.

 

If a claim is added to an automated payment plan and a Card on File agreement exists, the claim balance (patient) will be paid via the payment plan, and the Card on File agreement will not be used.

 

 

 

 

 

 

A one-year Card on File agreement should not be confused with a payment plan established using the Credit Card Plus (CCP) feature.

• A CCP payment plan is used to pay for past charges. It involves a regular monthly charge of an agreed-upon amount, until the patient balance is paid in full.

• A Card on File agreement is used to pay for current and future charges. It involves preauthorized payments for the full patient balance amount.

 

Using the Report Builder, you can report on Card on File and Credit Card Plus payment plans. For example, you can build a report to understand past e-payment activity.