Turning On Auto-Pay & Understanding How It Works
UNDERSTANDING THE SPECIFICS OF AUTOPAY
Autopay will run each evening for the TOTAL CLIENT BALANCE around 10 PM EST based on the following criteria:
- Autopay is TURNED ON for the client;
- The client has an OUTSTANDING BALANCE DUE; and
- The client had an APPOINTMENT THAT DAY.
If the client has an outstanding balance, but they DID NOT have an appointment that day, they will not be charged via autopay until the next time they have an appointment. To clear those balances, we recommend manually running the transaction.
If the transaction fails, the system will attempt to run the charge via autopay for three consecutive days. After three failed attempts, the system will stop attempting to clear the charge.
ENABLING AUTOPAY IN THE ACCOUNT
In order to enable autopay on your account, you will need to first have your account integrated with our e-payment processor. For more information: Submitting Application for e-Payments
Navigate to Settings -> Practice Settings -> Notifications
Once you're n the Notifications settings area, you'll want to check the box next to "Enable Autopay." This will effectively enable the autopay functionality globally across your account.
Please note: Enabling autopay will simply make this feature available within the account. You will then need to turn autopay on for each client individually from within their Payment Methods tab.
Here, you will also be able to enter the email address for whomever you would want to receive the ENTIRE PRACTICE Autopay Reports each evening. See "Autopay Reports" section below for more details.
TURNING ON AUTOPAY FOR A SPECIFIC CLIENT
Navigate to the client's chart and click on the "Payment Methods" tab.
Then, you will see a checkbox available on all of the various payment methods that have been entered into their chart. By checking the box, you are turning autopay on for that client with that specific card.
AUTOPAY FOR INSURANCE CLIENTS -- You can choose to turn on autopay for clients that have insurance plans entered. However, it will only run the amount indicated in their Claim Center tab as the co-pay/client responsibility amount.
AUTOPAY REPORT EMAILS
The AUTOPAY REPORT consists of two separate email notifications:
- Pre-Autopay Report -- this will provide a list of ALL clients who are going to be charged via autopay that evening. This report typically is sent around 9 PM EST.
- Autopay Report -- this will provide a list of ALL clients who were charged via autopay as well as those whose transactions failed. This report is typically sent around 10:30 PM EST (after autopay has been run).
Once you have enabled autopay on your account, you will have the option to enter the email address for someone who would like to receive the autopay report for the ENTIRE PRACTICE.
Enabling autopay will also automatically enable the Autopay Report emails to be sent out to all professionals. However, you can disable these for your professionals by navigating to their settings and clicking the "Opt Out of Autopay Emails" checkbox.
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