User Guide — Credit Card Plus — Preauthorization Transactions

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The preauthorization transactions feature automatically collects the total amount that a patient owes for a specific appointment, based on the EOB amount. This feature allows you to obtain a patient's preauthorization to bill based on the EOB and to charge the patient's credit card at a later date. To establish a preauthorized contract with a patient, you must be in the appointment workflow, and the patient should be present in the office to sign the contract.

 

 

You can establish a preauthorization arrangement with a patient separately or in conjunction with accepting a credit card payment. If you are accepting a payment, the preauthorization (to bill on EOB) will be established on the same credit card.

  1. Display the Appointments page: On the Non-Clinician home page, click a patient name in the schedule.
  2. Click Start Check-in.
  3. Click Collect payment in the Collect Patient Payment section. The secure electronic payment application login window appears.
  4. Enter your athenaOne username and password.
  5. Click Login.
    Note: For security purposes, the secure application will time out after 30 minutes, and you will need to log in again.
  6. Under the section Payment for future charges, click the option for Preauthorize payment for today's appointment.
  7. Maximum Contract Amount — Edit the default amount to match the amount you agree to with the patient. 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.
  8. Patient Email — Enter the patient's email address if you do not have one on file. If you have an address on file, it will appear in this field. Patients will receive their receipts to this address when athenaOne executes a preauthorization transaction.
  9. Reenter Email — Enter the email address again.
  10. Select Card Present.
  11. Swipe the card. The required fields auto-populate.
  12. Security code — Enter the security code on the credit card.
  13. Enter the billing address information.
  14. Click Collect Payment.
  15. Click Print.
    Two copies of the preauthorization contract print.
  16. Ask the patient to sign and initial the preauthorization contract, and give the other copy to the patient.
    Note: Your practice should retain the signed copy on file for 18 months.

 

 

After you establish a contract with a patient, you can manage that contract on the Manage Credit Card Agreements page.

 

 

 

 

After you establish a preauthorization arrangement with the patient to bill based on the EOB, the future payment transaction will occur without additional action by you or the patient. The following events take place:

  1. Our partner Elavon stores the credit card authorization.
  2. athenaOne identifies patient liability after the claims associated with the particular appointment are fully adjudicated.
  3. athenaOne looks for a preauthorization arrangement and checks to ensure that the patient liability meets the parameters.
  4. athenaOne executes a payment transaction for the amount of patient liability (no more than the maximum amount).
  5. athenaOne generates a patient statement for delivery to the patient for any amount over the maximum.
  6. athenaOne delivers the receipt for the preauthorization payment transaction via email.
  7. The preauthorization contract expires.

 

Bill-on-EOB
Maximum Amount

Edit the default preauthorization amount to match the amount you agree on with the patient.

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.
Email

Enter the patient's email address if you do not have one on file. If you have an address on file, it appears in this field. Patients will receive their receipts at this address when athenaOne executes a preauthorization transaction.
Re-enter Email

Enter the email address again.
Security code

Enter the security code on the credit card.

 

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