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Heartland PAX device how to's: Post, Void, Remove CC, Refund, Info Central, Manual Enter CC

NOTE: At the end of your day you should go to Administration > click on Heartland Batch Close to push out all posted payments for the day from VitaLogics to Heartland.

NOTE: You will see the saved credit card info in past payment methods once the credit card has been swiped or chip entered only. You will not see save credit card info if you manually type in info.

NOTE: As a Heartland customer you will have easy access to your transactions using "Info Central" - which is an online dashboard for managing your transactions, batched data, declines, reports etc. - ask Heartland Customer Service about how to access this

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How to Post A Payment in VitaLogics Using Heartland PAX

When you want to collect payments in VitaLogics you can post a payment here:

  1. Open a patient file > open Ledger tab > open Payment tab > click on POST
  2. In Patient Visit Screen > click on Payments > when done you must CHECK OUT
  3. If in OTC (Over the Counter) you can take a payment there as well

Once you are in the Post Payment screen:

  • Select option Credit
  • Add all other info
  • Click post
  • Pax device will say processing
  • Machine will say inset card (chip or swipe)
  • Machine will process payment
  • Then ask for signature (patient will use the stylus)
  • Hit ok
  • You will see Finished on the VitaLogics screen
  • Click on OK
  • Then payment is saved into the patients ledger in VitaLogics

How to Void a payment using Heartland PAX

If you have posted a payment in error and would like to Void the ENTIRE transaction follow these steps:

In the patients file > ledger > payments screen:

  • Highlight the invalid payment line item (even if it is already highlighted)
  • Now you will see the Void button active (not grey)
  • Click on Void 
  • You will see a pop up appear in VitaLogics with instructions
  • The pax device will ask for a number (you will see the number on the pop up in VitaLogics)
    • ex: enter 1 when prompted on the pax device (the number may change next time you void something)
  • Once you are done on the PAX, VitaLogics will change to say OK
  • Click OK and VitaLogics removes the entire transaction from the ledger/payment screen

How to Refund using Heartland PAX

 

 If you need to refund a patient follow these steps:

In the patients file > ledger > payments screen:

  • Highlight the credit card charge line item that you need to refund (even if it is already highlighted)
  • Click on Refund 
  • You will see either a pop up to enter the refund amount>click ok> the pop up will look like this:

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  • Pax will ask you to swipe credit card or type in credit card info. If you have to manually enter card number provided by patient, you will need the CC number, Expiration Date and CSV number on back of card. The Pax may ask you for the patients Address and/or zip code but, you can enter past those. 

 

If the Refund does not process, please contact support.

 

THow to Remove a Credit Card from Past Payment list

 using Heartland PAX 

 If a patient requests that you remove a credit card from your saved list follow these steps:

In the patients file > ledger > payments screen:

  • Click on button called Past Payment Ignore List
  • Saved credit cards will be on the left
  • Highlight the credit card to be removed from past payment list
  • Click on right arrow >
  • The credit card will now be moved to the right on the Do Not Show list
  • Click on Save

heartland_past_payment_ignore_list.png

 

How to Manually Enter Credit Card Payment

Once you are in the Post Payment screen:

  • Select option Credit
  • Add all other info
  • Click post
  • Pax device will say processing
  • Machine will say inset card (chip or swipe) - instead, type in credit card number
  • It then asks you for address, zip code, csv etc
    • if you do not have the address on the credit card you can hit enter to bypass address and just add zip
  • Once all info is typed in - Pax will process payment 
  • Pax will feed back to VitaLogics and post on ledger

 

 

 

 

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