How to set up credit card payment system within QuickEMR?
How to get started:
The first step to setting up the credit card payment system is to contact Gravity Payments. You will need to create an account with Gravity, who will then send over your account information to QuickEMR so we can properly set up your systems integration. After your new account is confirmed, you can then begin the process of setting up credit card acceptance within you QuickEMR system.
Add a new payment device: Where to go?
***A payment device must be supplied from Gravity Payments for it to be compatible with the credit card processing system in QuickEMR.
1. The next thing you will need to do is navigate to Settings --> Add Ons. Once you are there, you will notice a box for "Payment Device". Click the Add button to begin adding your new credit card device.
2. Next, input your desired Name and Device ID, as well as designate the specific facility where the device will be utilized or selected All Facilities.
New payment method: How to add?
1. To add a new payment method, you will first need to navigate to Billing --> Lists --> Payment Methods. Once there, click the Create button.
2. Enter a name for the payment method, select "Gravity" as your Payment Provider, and choose your transaction type of either a Credit or an ACH payment.
3. You will also notice a checkbox available for "Refund Supported". If this is checked, you will be allowed to issue refunds back to the patient using the same payment type, by simply entering a negative number.
****You are now all set up to accept credit card transactions within your QuickEMR system****
Saving a payment method for future payments.
With the addition of our credit card payment system, we have also added the feature to save a patient's card information within QuickEMR to utilize for any future payments. This will allow you to quickly make the payment without needing to repeatedly collect the card information.
Saving a card on file. How to do?
1. To save a payment method into QuickEMR, you will first need to navigate to the Patient tab within their case file. Once there, find the Addresses box and select "Add".
2. A new modal will then appear on your screen. Select "Billing" as the Address Type, and input the patient's correct billing address. This must match the billing address that is used with that card or the payment method will be denied.
3. Select the new credit card payment method that you created in the previous steps. You can then either select a device to swipe the card, or manually enter the cards information by selecting "None".
Once the card information is saved into the system, you will see a new address is created with a credit card emblem next to the address name. This emblem will contain either a check mark to show that the payment method was accepted, or an "x" to notify that the payment method was no accepted.
Input a patient's credit card payment: What to do?
Now that you have Gravity Payments correctly set up within your system, you can now input a payment within the patient's case file.
Manual Payment Method:
1. The first thing you will need to do is navigate to the patients case. Once there, select the payment tab on the left side of the screen.
2. Select "Add Payment", in which a new modal will then open allowing you to enter the payment.
3. Enter the dollar amount, select the correct payment method, and the payment type. The Billing Address will auto populate with the address from the case file. Select Manual Entry and press Submit.
4. A new module will open where you can then enter the patients card number, expiration date, and CVV code. Once that is complete, press the green Pay button.
That payment will then be processed. If done correctly, you will see a notification at the bottom of the screen stating that the payment was successful. You can then view your list of transactions and verify that the payment was accepted. If the payment fails or is cancelled, you will see a notification next to the payment method that states "Failed" or "Cancelled".
Saved Card Payment Method:
1. To pay using a saved payment method, you will need to follow the same steps as the manual payment method. Navigate to the Payment tab, and select "Add Payment".
2. Enter the amount that you wish to charge and set your payment method as your newly added credit card payment option. Next, choose your Payment Type.
3. Change the Billing Address from the current primary address to the patients saved Billing Address.
4. Press the Submit button. Once submitted, you will then see on the Payment dashboard that the payment was accepted.
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