Credit Card Plus E-Payment Activity Report

1. Display the Report Library: On the Main Menu, click Reports. Under General, click Report Library.
2. Click the Financial tab.
3. Click run next to the E-Payment Activity report in the Standard Reports section of the tab.
   The Run Report: E-Payment Activity page appears.
   Note: To activate the E-Payment Activity report, use the Activate Reports page.
4. From date - To date — Enter the start and end dates for the report, or select a date range from the menu.
5. Report by Deposit Date — Select this option to run the report by deposit date.
   For example, if you run this report on a Monday with From date - To date set to today, you see all payments created on that Monday. If you select the Report by Deposit Date option, you will probably also see transactions from late Friday of the previous week.
6. Transaction Status — Select successful transactions only, failed transactions only, or all transactions.
7. Transaction Type — Click All to report on all transaction types, or click Selected and then select one or more transaction types to report on.
   Note: Only the transaction types that your practice has performed appear in this menu.
8. Department — Click All to report on all departments, or click Selected and then select one or more departments to report on.
9. User Name — Click All to report on all usernames that collected payments, or click Selected and then select one or more usernames to report on.
10. Payment Method — Click All to report on all payment methods, or click Selected and then select one or more payment methods to report on.
11. Report Format — Select a report format.
• HTML table
• Text (tab-delimited)
• Text (comma-delimited)

Note: This report does not include totals. To calculate totals, use the Text (tab-delimited) or Text (comma-delimited) format, download the file, and open it in Microsoft Excel. Use Excel to total any column containing numeric data.

12. Report Options — Select or deselect report options.
13. Click Run Report.

1. Display the patient's Quickview page.
2. Click e-payment activity.
   

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

You can use the E-Payment Activity report to determine how much revenue was collected through the Online Statement-based Experience (formerly QuickPay Portal). You can also see how much of the revenue was collected from patients using a mobile device or a desktop computer.

1. Display the Report Library: On the Main Menu, click Reports. Under General, click Report Library.
2. Click the Financial tab.
3. Click run next to the E-Payment Activity report in the Standard Reports section of the tab.
   The Run Report: E-Payment Activity page appears.
4. From date - To date — Enter the start and end dates for the report, or select a date range from the menu.
5. Report by Deposit Date — Select this option to run the report by deposit date.
   For example, if you run this report on a Monday with From date - To date set to today, you see all payments created on that Monday. If you select the Report by Deposit Date option, you will probably also see transactions from late Friday of the previous week.
6. Transaction Status — Select successful transactions only, failed transactions only, or all transactions.
7. Transaction Type — To report only on payments made using the Online Statement-based Experience, click Selected and then select QuickPay Portal CC Payment.

   Note: If no patients have used the Online Statement-based Experience, the QuickPay Portal CC Payment option does not appear in this menu.

8. Department — Do not edit this field.
9. User Name — Do not edit this field.
10. Payment Method — To report on Online Statement-based Experience payments made using specific credit cards, click Selected and then select one or more credit cards to report on.
11. Report Format — Select a report format.
• HTML table
• Text (tab-delimited)
• Text (comma-delimited)

Note: If you want to sort Online Statement-based Experience payments by mobile device versus computer payments, select the Text (comma-delimited) option.

12. Report Options — Select or deselect report options.
13. Click Run Report.
    If you selected the Text (comma-delimited) option, the .csv file is saved to your computer.
14. If you saved the report to a .csv file:
1. Open the file in Microsoft Excel.
2. To see payments collected using the mobile and desktop versions of the Online Statement-based Experience, filter the username column by PORTALMOBILE or PORTALDESKTOP, respectively.

When you run the E-Payment Activity report, only the transaction types that your practice has performed appear in the Transaction Type menu.

• CC Authorization — Authorization to create a preauthorized payment or a payment plan.
• CC Credit — Transaction in which a credit (refund) is applied to a prior purchase.
• CC Void — Void of a credit card payment.
• Echeck Payment — Payment in which a staff member scanned a check.
• Keyed CC Payment — Credit card payment in which a staff member manually entered the card information.
• One Year Auto Payment — Automatic credit card payment made on a One-Year contract.
• One Year TOS Payment — Credit card payment in which the patient chose to use a card on file.
• Other — This type includes rarely used transaction types, mostly related to correcting processing errors.
• Phone CC Payment — Credit card payment in which a staff member took the credit card information over the phone.
• Plan CC Payment — Payment made according to a payment plan contract.
• QuickPay Portal CC Payment — Credit card payment made via the Online Statement-based Experience (formerly QuickPay Portal).
• Secure CC Authorization — Authorization to create a preauthorized payment or a payment plan (transaction performed using the Ingenico credit card terminal).
• Secure Phone CC Payment — Credit card payment in which a staff member took the credit card information over the phone (transaction performed using the Ingenico credit card terminal).
• Secure Pinpad CC Payment — Credit card payment in which the patient manually entered the credit card information into the Ingenico credit card terminal.
• Secure Swipe CC Payment — Credit card payment in which the patient swiped the card using the Ingenico credit card terminal.
• Single Appointment Auto Payment — Automatic credit card payment made on a Single Appointment contract.
• Swipe CC Payment — Credit card payment in which the patient swiped or inserted the card using the RDM or MagTek credit card terminal.
• Webportal CC Payment — Credit card payment made via the athenaCommunicator Patient Portal or the Guest Payment service.

Following are the Transaction Status types that can appear in the report results.

The following transaction status types are final, that is, they will not change without further user action or the occurrence of some external event:

• POSTEDTOATHENA — The transaction was successfully processed and posted. For most payments, this status is the most common.
• VOIDED — The transaction was previously set to POSTEDTOATHENA, but has been successfully voided.
• RETURNED — The transaction was previously set to POSTEDTOATHENA, but has been successfully refunded.
• CHARGEDBACK — The transaction was previously set to POSTEDTOATHENA, but has successfully undergone a chargeback.
• PARTIALCHARGEDBACK — The transaction was previously set to POSTEDTOATHENA, but has successfully undergone a partial chargeback.
• FAILED — The transaction failed at the processor, most likely due to the card being declined.
• NOTSENT — This status can appear when a payment is manually cancelled before being sent to the processor. This status can also indicate that a communication problem prevented the transaction from reaching the processor.

• AUTOVOIDED — The transaction was automatically voided after experiencing a technical or communication issue.

• AUTOOFFSET — The transaction was automatically refunded after experiencing a technical or communication issue.

The following statuses are temporary and appear as transaction processing takes place. These statuses are converted to one of the final statuses, typically within 1 hour or less.

• FAILEDTOPOST — Failed to post payment to patient account. Awaiting further processing.
• INTENDED — Waiting for response from the processor. Awaiting further processing.
• RESPONDEDTO — Response received from the processor. Awaiting further processing.

Autovoids occur when the confirmation status of a transaction is not received from Elavon (the athenahealth partner for credit card processing).

When a payment is initiated, athenaOne submits an inquiry to Elavon requesting approval. If the transaction is approved but the response from Elavon is interrupted, the payment may appear as Failed even though the patient's card is charged. To prevent double-charging the patient if another payment is taken, athenaOne autovoids the first transaction.

A transaction response may be interrupted for any of these reasons:

• Cancel button on the Ingenico terminal was pressed
• Collect Payment page was closed during the transaction
• Network connection between Ingenico terminal and Elavon was dropped
• Port connectivity issues

Autovoids may cause an authorization hold on the patient's account for the amount of the payment that was voided. In this case, the patient will need to contact the bank that issued the credit card and ask the bank to remove the authorization hold for a transaction that was never processed. If the bank will not remove the authorization hold, the hold will be removed from the account automatically and the funds released, but this removal can take up to 30 days.