Post Credit Card Payments
Use the Enter Payments option of the Post Transaction window, and select the Credit Card method to post credit card receipts to patient accounts. Then, you can either process the payments manually, or integrate through one of several electronic credit card processing providers.
Set up Financial Processing Integration - ViewPoint integrates with several payment processing providers to automate your credit card and ACH electronic withdrawal transactions. Refer to the appropriate details for specific information about your integration provider.
Global Payments Integrated - The ViewPoint integration with Global Payments Integrated allows you to easily process credit card and electronic funds transfer AutoReceipts right from ViewPoint.
OrthoBanc -
(No Point-of-Sale Transactions) With the ViewPoint / OrthoBanc integration, you access OrthoBanc's state-of-the-art system which provides patient credit risk assessment in just seconds. After you create payment plans, they are submitted from ViewPoint to OrthoBanc. OrthoBanc collects payments, manages credit card expiration dates and NSF/failed payment follow-up. Deposits are downloaded from OrthoBanc and posted directly in your ViewPoint patient ledgers. The responsible party's payment method (credit card, debit card, or bank account) is handled from within OrthoBanc's processing center, assuring the most secure account protection.
Vanco Payment Solutions - The ViewPoint integration with Vanco allows you to easily process credit card and electronic funds transfer Auto Receipts through Vanco Payment Solution's e.service® payment solutions right from ViewPoint and into your patient ledgers. Vanco Payment Solutions is a PCI (Payment Card Industry) Level 1 Compliant Service Provider.
Worldpay from FIS - Ortho2 has partnered with Worldpay from FIS, one of North America’s largest payment processors, to offer integrated payment processing solutions that help orthodontic practices of all sizes make it more convenient, safe, and affordable to accept patient credit and debit card payments. Worldpay’s robust set of core payments capabilities, value-added services, and reporting solutions are designed with the unique needs of your practice in mind. From fast funding options that enable you to access your funds in as few as five hours from batch, to an automatic account updater that enables you to recover up to 40% of credit card declines through automated credit card updates to online access to comprehensive payment processing transaction reporting enabling clear insight into every aspect of your payment processing, whenever you need it. Contact us today and see how payment processing through our seamless integration with ViewPoint can go to work for your orthodontic practice. Focus on patient care. Leave the payments to us.
Manual Processing Option - If you do not use an integrated credit card processing provider, you can post credit card payments to ViewPoint patient accounts, then process the credit card transaction manually.
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Open the Post Transaction Window - You can open this feature in multiple ways: Use the method that's most convenient for you. If a patient record is already active, that patient's information will be loaded automatically. Otherwise, you use Fast Find (either typing information or swiping a registered reward card) to search for the patient to work with.
ViewPoint main menu - Daily Activities > Post Transaction.
ViewPoint toolbar - 
Post Transactions.
ViewPoint shortcut menu - Actions > Post Transaction. (Or, press Alt+A on your keyboard to open the Actions menu options.)
Grid Scheduler - Right-click appointment > Post Transactions.
Patient Fingerprint - You can enable patients to open the post transactions window when they touch the fingerprint sensor installed at your workstation. See "ViewPointProperties" for details.
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Select Patient and Billing Party - Choose the account to work with. If needed, you can to launch Fast Find and choose a different patient. If the patient has multiple responsible parties and / or contracts, select the account holder and contract to use. Insurance contracts are listed directly below the associated subscriber, and include responsible party's name in the Subscriber column.
List Current Phase / List All - By default, only contracts that match the phase on the Patient tab of the patient folder are listed. If the contract you want
does not appear, enable the All
Phases option to include all contracts for all phases in the list.
Auto Receipt Contract - The AR column at the right of the post transactions window indicates whether the contract is set up with an Auto Receipts agreement.
Next Charge - The far right edge of the contract list at the top of the post transaction screen includes the next scheduled payment date and amount. You might use this information to ask the responsible party for their next payment amount in addition to any miscellaneous charges incurred during the day's visit.
Doctor / Office - The doctor and office that will be credited with this payment appear at the left of the transaction details. Confirm that these are correct before continuing.
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Enable Post Payments Mode - Click Enter Payments to begin posting receipts to patient accounts.
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Payment Details - Enter the payment date, amount, credit card method, description, and credit card processing provider.
Doctor / Office - The doctor and office that will be credited with this payment appear at the left of the transaction details. Confirm that these are correct before continuing.
As you log into ViewPoint, you may select your office location. Any receipts you post will be credited to that office, regardless of the office assigned to the patient folder. If you do not select a location as you log in, receipts you post are credited to the patient's home office. In addition, receipts are always posted to the orthodontist currently assigned to the patient folder.
Date - The transaction date defaults
to the posting date. To change the transaction date, you must have full access to the Transaction
Date option of the Patient section
of your security group rights. ( See "Set Up Security Access" for details.) If you are allowed to select another date,
you are asked to confirm your choice before posting the transaction.
Amount - The default is the contract amount due, but you can change it if needed. The far right edge of the contract list at the top of the post transaction screen includes the next scheduled payment date and amount. You might use this information to ask the responsible party for their next payment amount in addition to any miscellaneous charges incurred during the day's visit.
Method - Select Credit Card. (Not posting a credit card payment? Click these links for information about posting cash, debit card,or auto receipt payments.)
Description - Enter an appropriate description; be sure you do not type the credit card number in this field!
VP Credit Card Integration - If ViewPoint finds any supported credit card processing integrations, they will be listed below the Description field; if you use more than one type of integration, select the appropriate option; otherwise the single available option will be selected by default. If you do not select an integration option, ViewPoint will post the payment to the patient account, but you will have to process the credit card transaction manually.
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Post the Transaction - Click Post.ViewPoint calculates the new account balance and amount due, and asks you to confirm the transaction. Click Yes to complete the process, or click No to exit without posting the transaction.
Transaction Processing - If you are not using an integrated credit card payment processing service, you now need to manually process the transaction. Otherwise, if you are using an integrated service, continue with the following instructions:
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Process Credit Card Details - If you have selected to use an integrated credit card processing service, a Post Credit Card window appears. You can 1) Select to use the default credit card details that have been previously saved in the responsible party record; 2) Swipe the credit card to use or; 3) Enable the Manual Credit Card Entry option at the bottom of the window to type the details.
If you are posting a credit card payment for an insurance account, you must either swipe the card, or use manual data entry: You cannot use credit card data stored in the associated responsible party record.
Your credit card window may look different than our example below, depending upon which integration you are using.
Post Authorization / Verbal Authorization - Enable this option if you must call the credit card company to pre-authorize the charge. This is something that is occasionally requested by a credit card company when there has been questionable or unauthorized
use of the card in the past.
Store Credit Card Information - Enable this option to transfer this credit card data to the responsible party tab of the patient folder, overwriting any previous credit card data. The transaction must be successfully completed before the data is saved in the patient folder. (This feature is non-functional when posting to an insurance record.)
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Post Credit Card Transaction - When you are satisfied with the credit card details, click Post at the bottom of the window.
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Obtain Signature - If you use VP Signature,
ask the client to sign on the E-Pad device. If you do not use VP Signature, the receipt dialog opens, and you will obtain the client signature manually once the receipt is printed.
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Print Payment Receipt - Choose the credit card receipt type to generate.
If
you do NOT use VP Signature - Select from receipts labeled "CC". With these receipts, two copies are generated when you click Print: One for the responsible party to sign and return to you and one for them to keep.
If you DO use VP Signature - Select from receipts labeled "CCE".
These receipts expect to use the VP Signature ePad field that you were prompted for as the transaction was being processed. One copy of the signed receipt is printed for the cardholder’s records; a second signed “copy” is stored in the patient’s correspondence history.
Canceled Transaction Warning - For safety when posting, ViewPoint displays a warning when you click
No to cancel a credit card transaction.
ViewPoint Videos - Click the 
Video button from the post transactions window to find topic-specific video assistance. See "ViewPoint Videos" for details.
Prior Transaction / Running Total - The last posted transaction (either miscellaneous charge or payment) appears on the Post Transaction window, as well as the running receipt total. The running total is the total of all payments you have posted during this Post Transactions session. Any charges you post during this session do not affect this total. The running total is cleared when you exit and re-enter the Post Transactions window.
Ledger - Click the Ledger button at the bottom of the Post Transaction window, or press Alt+L on your keyboard, to
go to the patient's
financial ledger.See "Patient Ledger" for details.
Notepad - Click the
Notepad button at the bottom of the Post Transaction window, or press Alt-N on your keyboard, to go to the patient's notepad. See "Patient Notepad" for details.
Post Refund - Use the Post Refund feature to easily and effectively return money to a responsible party, or transfer overpaid funds to another patient contract. See "Post Refunds" for details
OOPS! - If you post a payment in error, you must reverse it properly to preserve the integrity of your accounting audit system. See "Reverse a Miscellaneous Charge or Payment" for details.
