Post Auto Receipts

Post auto receipts regularly to process your patients' credit card and electronic ACH payments according to the schedule you agreed upon. You can optionally generate payment receipts after the receipts have been posted.

Get Started

Create Auto Receipt Plans - Set up Auto Receipt payment plans to facilitate collecting regular payments from your responsible parties via credit card or ACH electronic transfer. See "Set Up Auto Receipt Payment Plans" for details.

Use This Feature

1. Open Pending Auto Receipts Window - ViewPoint main menu > Daily Activities > Auto Receipt Review.

   

2. Review List - Review the payments that are waiting to be posted.

   

   Credit Card Security - For security reasons, complete credit card information does not appear on this screen.

   Transaction Details - Each transaction contains two lines of information. The double row of column titles at the top of the screen indicates the information contained in each column. Both the total amount due from the responsible party and the auto receipt amount are included in the pending auto receipt details: If these amounts are different, you may want to ask the responsible party for an additional payment.

   ACH-Enabled Record - The ACH column indicates whether you have set up this responsible party for direct withdrawal. See "Set Up Auto Receipt Payment Plans" for details.

   VP Credit Card/ACH Notice - The notation at the bottom of the screen reminds you to enable your VP Credit Card and/or ACH Integration (if appropriate for your office), to ensure that the charges will be processed automatically. If these options do not appear above the notation, your system is not set up for integrated credit card processing.

   Select Payment Type to View - Click the Payments field at the bottom of the window to limit the list to only a certain type of payment (such as credit card or electronic transfer).

   View Payments for Specific Orthodontist / Office - Click the Orthodontist and/or Office fields at the bottom of the window to view the pending payments for a specific doctor or location. Or, select to review transactions for All orthodontists and offices.

   Data Highlighting - When you click a column heading, the corresponding information in each transaction ishighlighted in blue to facilitate singling out a specific type of information for your review. (Our example does not show this feature.)

3. Print Pending Auto Receipts - Click Print to generate a report of pending auto receipts. In this report, the far-left edge of each transaction indicates whether or not you have selected it for posting: "0" means the transaction is not selected; "-1" means the transaction is selected. The end of the report includes the total amount of all selected transactions. (This is different from the Auto Receipts reports available from the Financial section of your Practice Reports.)

   

4. Remove a Pending Auto Receipt Payment - To skip a transaction from the pending Auto Receipts list, click to select the transaction to work with, then click Delete (or press Alt+D on your keyboard). This will remove the selected auto receipt payment only; any future auto receipts associated with the patient record are not affected. To completely remove an auto receipt agreement, go to the Contract tab of the patient folder. (See "Set Up Auto Receipt Payment Plans" for details.)

5. Post Auto Receipt Transactions - Select the transactions to work with, and enable any additional options according to your office protocol, then post the auto receipts to your patient accounts.

   Select the Transactions to Post - Click to select transactions individually, or click Select All / Select None at the bottomof the window to select / de-select all transactions in the list. The total amount of money due from the selected transactions appears at the bottom of the grid.

   Enable VP Credit Card Electronic Processing - If you use VP Credit Card , enable the Use VP Credit Card Integration and/or Use VP Credit Card ACH Integration option to enable the VP Credit Card integration. If the boxes are not checked, auto receipts will post the payment to the ViewPoint patient accounts, but the transactions will not be processed electronically, and you will need to complete the transaction processing manually. If you use a payment processing integration other than VP Credit Card and these options are available, simply ignore them.

   Gather Credit Card Info - If you use VP Credit Card, enable the Prompt for Missing Credit Card Info option if you want VP Credit Card to collect missing information as the receipt is being processed. Otherwise, you must first enter the correct data into the responsible party record in the patient folder, then return to post the receipt. If you use a payment processing integration other than VP Credit Card and this option is available, simply ignore it.

   Print Receipts - Enable the Print Receipts after Posting option if you want to generate payment receipts for the selected auto receipt transactions. After you have posted the auto receipts, (and reviewed any errors), you have the opportunity to select the receipt format to generate. See "Receipt of Payment" for details.

   Post Tranasctions - Click Post at the bottom of the window to credit the appropriate contracts with the selected payments.

More Information

Finish Processing - Finish the auto receipt process by making the appropriate electronic bank transfers and depositing any checks in the bank. In addition, if you did not use an electronic payment processing integration, you will need to process credit card and electronic payments manually.

Review Auto Receipt Log - If you posted (or attempted to post) one or more transactions electronically, you have the option of viewing the auto receipt log. See "View Auto Receipt Log" for details.

Track Direct Payments - The payment is flagged as an ACH transaction in the patient's ledger, as well as your Transaction and Auto Receipts reports.