How Do I Use the Patient Payment Manager (PPM) for Automated Payments? The PPM is an automated payment system that is tied to your merchant account with BancTek. Once you receive your merchant account information from BancTek you can start processing your automated monthly payments for primary care plans. Access to the PPM is on the HealthSource dashboard. This is the same interface for the MVP program, which will be activated when your clinic begins the MVP program. Choose Payment Manager on the HealthSource Dashboard Click the Payment Manager button and you will be taken directly to the home page. Page 1
Initial Setup Click the Settings icon in the top right corner and choose Merchant Account Setup Merchant Account Setup Page 2
Set Up Merchant Account - Login and Password Information for the Merchant Account Setup is from BancTek. BancTek will send you an email with a secure URL that will give you your login information. You must reset your password the first time you log in. Below is an example of the email from BancTek Email from BancTek Log in using the Secure URL and reset your password. This Secure URL will only work once.the purpose of it is to set your password. Page 3
NMI - which is the company that BancTek uses to process your credit cards. You must log into the NMI website to get the API key that will connect the PPM with BancTek. The website is www.nmi.com. Log Into NMI Click the Merchant Login button Log Into NMI Enter your username and password and click Login Page 4
BancTek Home Screen Click Settings Page 5
Security Keys Click Security Keys Page 6
Merchant API Key The API key is the value that is located under Key. Copy this information from the BancTek website and paste into your Merchant Account Setup screen in the API Key field. Copy and paste the key rather than typing it in so nothing is transposed. Page 7
Log out of BancTek Click Logout Merchant Account Setup Screen Your setup screen should look like this. If there is NO API Key your credit cards will not process. Make sure you select the appropriate payments accepted for your location. Example, if you do not take American Express make sure that the box is not checked. Electronic checks cannot be accepted at this time. Page 8
Fees Tab Enter your rejected credit card and bank draft fees. These are the dollar amounts that will be billed to the patient if the credit card is rejected. The system will automatically reprocess credit cards. Enter the number of days before reprocess. Select the option that you want if the draft is declined a 2nd time. In the Email Contact box, enter the email address where you want notifications of declined cards sent. This should be an email address that is monitored so that you can call the patient to get updated credit card information when a card is declined. Page 9
Receipt Setup Enter the information that you would like printed on the receipt. Clicking the Copy from Statement Settings to bring over the address information that prints on your statements. Click Save. Using the Patient Payment Manager Once the setup is complete it is time to start using the PPM. Search for a Patient Search for the patient for whom you want to add a Payment Contract. Enter the patent's last name or a portion of their name and hit enter or click the Magnifying Glass. Page 10
Create Contract Click the Payment button next to the patient's name to set up a payment contract for services based on the patient's treatment plan. No Payment Method on File The first time you enter a patient in the PPM you'll need to enter their credit card information. Click Add Payment Info Page 11
Add Payment Profile Enter the billing information for the patient or click Copy from Patient to import the address from the patient record in HSWorx. Select the Payment Method from the drop down and click Next. Swipe Card Swipe the patent's credit card through your credit card swiper. If you do not have a swiper click Use Manual Entry Form Page 12
Manual Entry Form Enter the credit card number, expiration date and the CVV. The CVV is the Card Verification Value, which is the 3-digit number located on the back of a MasterCard or VISA or it is the 4-digit number that is located on the front of an American Express card Submit Click Submit Page 13
Calculate Payment Amount Select the day of the month to process this patient's charge. Enter the dollar amount in the Contract Total and the Down Payment amount and click the Calculate Payment Amount button. Select # of Payments Click the drop down arrow next to the # of Payments and select a dollar amount and number of payments from the drop down list. Page 14
Create Contract Click Create Contract Payment Contract The details of the contract are displayed. Page 15
Print Summary If you want to print a summary of the contract details for the patient, click the Print Contract Summary button. You can download and print the summary or copy and paste it into an email for the patient. Patient Payment Manager and HSWorx Inside HSWorx, if a patient has an active contract the Dollar Sign icon icon will be displayed next to the Magic Wand. If you hover over the icon, the details of the contract will be displayed. Managing the Patient Payments in HSWorx Use the PPM Reporting feature to view details about payment contracts. Page 16
PPM Reports Click Reports Click PPM Reports Balance Contract Tab To show information about all of the contracts, click the Balance Contracts tab and click the Run Balance Contract button at the top. You can use the filter fields to narrow the report to specific parameters. Page 17
Apply Credits After payments are processed in the PPM you must apply the credits in HSWorx. Because payments may be processed every day of the month, this should be a part of your daily routine. Go to Billing and choose Location Ledger Click the Payments tab Process credits by clicking the Dollar Sign icon and choosing Apply Credit Page 18