Follow

Heartland PAX device how to's: Post, Void, Remove CC, Refund, Info Central, Manual Enter CC, Auto Debit Report, Multi Cases

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.

NOTES: 

Info Central: 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

Heartland Portico: Web based Heartland processing. If you receive EOB debit cards for multiple patients and need to process the debit card to the clinic bank acct you would use Portico. Contact Jennifer D'Angelo, Heartland rep, to set this up.

heartland_options.png

1) 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 see typical flow:

  • Select option Credit
  • Add all other info
  • Check the box Request a Token for new credit cards (see below for specific instructions on this)
  • 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

*1a &1b) IF you have VitaLogics version 4.0.12.2 or later you have the PAX Update-How To Save New Credit Card Or Replace Expired Credit Card

HEARTLAND CLIENTS

Process to save 1) New credit cards or 2) replace expired credit cards that are currently saved in the PAX/VitaLogics has changed. Once you have received the PAX update version .23 you will be able to use this process to save new credit cards as well as replace the expired credit cards.

NOTE: Once you create the token for a new or updated card, you will NOT need to check the Token box again, UNLESS you need to update the card.

Please follow these instructions:

1a) Adding a NEW Credit Card that you want to Save in past payment method (ie: for auto debit, taking payments without a credit card, etc)

  • When in Patient Ledger - Payments you will see a check box called "Request a Token"
  • If processing a New card - check the box "Request a Token"
  • Enter all standard info, clinic, amount, select Credit and click on one of the Post Payment buttons
  • Follow the instructions on the pax device and click ok when done
  • You have created a new token and saved the new card - you do not need to create a new token unless you have to update the card in the future

1b) Current Credit Card has expired and you need to replace a new card that you want to Save as past payment method 

  • Patient - Ledger- Payments - Move OLD or expired credit card to Past Payment Ignore List
  • When in Patient Ledger - Payments - Check the box called "Request a Token"
  • Enter all standard info, clinic, amount, select Credit and click on one of the Post Payment buttons
  • Follow the instructions on the pax device and click ok when done
  • IF YOU HAVE A CARE PLAN WITH AUTO DEBIT or RECURRING PAYMENTS SET UP FOR THIS PATIENT: Once you have created the token and swiped the new card and completed the payment
  • Go to the patient - care plan tab to edit the payment method (credit card) that is currently associated with this plan
  • In Care plan tab go to Auto Debit Payments - click Edit
  • Go to Past Payment Method drop down menu and select the New credit card and Save

 

2) 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

3) 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:

refund_new.png

  • 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 and Expiration Date. 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.

 

4) How to Remove a Credit Card from Past Payments 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

 

5) 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

 

6) For Recurring Payments Use Auto Payments Report

To ensure the auto debits have been charged and match your Day Sheet or Heartland Info Central report, go to VitaLogics main menu click on Billing - Auto Payments. This will show the report below for follow up if needed. 

   

 

7) If the patient has more than one patient case - you will need to swipe/chip the credit card on each case

 

 

 

 

 

 

 

 

 

 

 

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

Powered by Zendesk