Patient Payments
Welcome to the GoRev Patient Payments Tutorial. GoRev currently supports several methods for tracking and processing credit card or ACH (e-check) payments, with two of the most commonly used methods detailed in this guide. If you're interested in exploring additional options not covered here, please don't hesitate to contact our team directly.
This method is the default configuration of a new GoRev server and will allow you to use any external merchant services provider. The Manual Payment option allows you to record your payments in GoRev as you process them externally, ensuring that financial transactions are accurately posted to a payment account and tracked through detailed reporting.
1. Open Edge Integration
If you’d like to process payments directly through GoRev rather than simply recording them, Open Edge integration is a popular and widely used option available. In order to use this method, you will need to obtain a merchant services account with Open Edge directly. You can do so by contacting Global Payments Integrated at 800-774-6462 Option 1 or by emailing them at startnow@openedgepay.com. Their team of specialists is available to guide you through every step of the onboarding and setup process. Support is available Monday through Friday, from 8:00 AM to 4:30 PM Central Time.
In this tutorial we will focus on the process of granting Open Edge user permissions, configuring your Open Edge integration, credit, debit, check sales, refunds, voids, and the creation of payment tokens using the Open Edge integration for GoRev.
2. Permissions
There are 4 individual permissions in GoRev related to credit card processing. For assistance with configuring these permissions, please refer to the following guide: Existing User Management
- MerchantServices = Base permission granting a user access to process credit card transactions. This permission also gives access to the merchant services configuration and transaction details page.
- MerchantServicesCheckSale = This permission grants access to process ACH (e-check) payments.
- MerchantServicesRefund = Permission grants access to perform refunds back to the original payment source.
- MerchantServicesIndependentRefund = This Permission grants access to perform refunds back to any payment source.
- MerchantServicesSettleBatch = Permission grants access to the settle batch functionality on the Merchant Services configuration and transaction details page (only required for merchant services who do not automatically settle batches).
Four default GoRev permission groups contain merchant services permissions
- Front End Staff = contains MerchantServices and MerchantServicesCheckSale
- Front End Lead = contains MerchantServices, MerchantServicesCheckSale, and MerchantServicesRefund
- Biller = contains MerchantServices and MerchantServicesCheckSale
- BillerManager = contains MerchantServices, MerchantServicesCheckSale, and MerchantServicesRefund
3. Configuring Open Edge for GoRev
In order to begin configuring your Open Edge integration within GoRev, begin by selecting Merchant Services from the clinic modules tab.
It's important to note that settings are GoRev facility specific. If you have multiple facilities, you will have separate configurations for each facility. Please ensure that you have the correct facility selected before proceeding with configuration setup.
Once the merchant Services screen is open, your Open Edge Support Agent will be able to enter the configuration codes necessary to integrate with Open Edge. To do so, simply click on the Open Edge Configuration option and enter the values within the configuration module.
Note: Please note that the Open Edge Configuration option may be missing if the settings for this payment method have not yet been put in place by the GoRev team. Please reach out to 317-794-3900 if you would like to pursue an Open Edge Integration.
3. Processing Transactions
To begin processing patient transactions, navigate to the Patients Overview window and click on the Patient Payment button.
Then, select One Time Payment from the patient payment drop-down.
Now, enter a payment amount into the payment amount field and then select the payment type. Once the payment amount is entered, the total amount will reflect in the Total Payment field.
Swiping or Inserting Cards
If you are using a card reader to process a Credit, Debit, Or HSA/FSA card, please select "Swipe or Insert Card" to begin.
Then, have the patient swipe or insert the card into your terminal for processing. The system will sit in a "Waiting on Device" state until the card is processed or will timeout after 30 seconds.
Note:If an OpenEdge credit card terminal has not yet been installed on your devices, please reach out to Global Payments Integrated to arrange the installation.
Manually Entering Card Info
If you need to manually enter a credit card number, please first select the "Manually Enter Card Info" button. enter the credit card number, expiration date, security code, zip code and then click submit to process the transaction.
Then, enter the credit card number, expiration date, security code, and zip code into the appropriate fields. Once complete, click Submit to process the transaction.
Entering Check Details (ACH / E-Check processing)
If you would like to enter a check payment, please begin by clicking on the "Enter Check Details" button".
Next, select the account type (Checking/Savings) from the provided drop-down. Then, enter the routing number, account number, check number, and specify the Transaction Type (Physical Check Present / Prearranged Payments / Telephone Initiated). Finally, click Process to complete the check payment.
Selecting an Account from the Vault
If you need to process a new payment using a previously used card, you can do so through any cards stored in the patient's vault. All payment sources used are securely stored (tokenized) for future use. Provided you have the appropriate permissions from the patient, you can begin by clicking on the "Select Account from vault" button.
Then, simply select the stored payment method you wish to use and click 'Use Card' to utilize this card for the transaction.
Regardless of the option you select, the final screen will present receipt printing options. Toggle on which receipts you'd like to physically print. Keep in mind, a digital copy of the facility receipt will automatically generate and get stored in Patient Overview's File Management section for the patient.
An example of a receipt:
Note: custom receipts designs can be created by following this guide: Create custom merchant services credit card receipt designs
Refunds and Voids
The system will automatically attempt a void for transactions performed same day otherwise a refund will be performed. There are two types of refunds; dependent and independent. Dependent refunds are where you refund a specified transaction. Independent refunds allow you to refund an amount to a patient without associating it to any specific prior transaction.
Refunds Via Merchant Services UI
Click on Merchant Services from the clinic modules tab.
Select your batch date and then select the transaction row you want to refund. Click Refund.
You will be prompted to confirm this action
A confirmation message will appear
Refunds via Patient Overview Patient Payment Drop Down
Navigate to Patient Overview for the specific patient you are wanting to refund and click Patient Payments. Select the Merchant Payment History option.
A new window will appear showing all credit card payment transactions performed on this visit. Select a specific payment and click
Refund: to start a refund of the entire transaction
Partial Refund: to refund only a portion of the transaction
Receipt: to generate a receipt for the selected transaction utilizing your custom receipt design (Create custom merchant services credit card receipt designs)
When clicking refund you will see
If the payment was performed same day the system will attempt to perform a void and you will see the below process occurring. If the payment was processed prior day or further back the system will perform a true refund of the transaction.
Tokenization (Storing payment methods for later use)
Create a Token
To store a payment method for later use and not charge it while doing so you can perform a $0 authorization. Tokenization only works for credit card payment methods. Select either Swipe or Insert Card or Manually Enter Card Info. Click Process Zero Authorization payment. This payment method will now be accessible via the Account Vault.
Delete a Token
Navigate to Patient Overview and select Financials
Click Credit Card Vault
Click the row for the token you want to delete (5) and click Delete Card (6)
Troubleshooting common errors
If you receive the below "Could not find a part of the path" error when attempting to process at transaction it indicates one or more Open Edge integration settings or software installs is not present. If you have not been setup with Open Edge see beginning of guide for contact information otherwise for existing configured setups Contact Open Edge support directly at
800-774-6462 Option 2
or
support@openedgeepay.com
Manual Patient Payments
In this tutorial, we will focus on the process of Posting, Voiding, and Refunding Patient Payments in GoRev.
1 : Patient Payment Icon
Patient Payments can be Posted, Voided, or Refunded in the Patient Overview window in GoRev. To begin, click on the “Patient Payment” button located in the Office section of the Patient Overview toolbar.
2 : Entering Patient Payment Amount
At this point, the Post Patient Payments window will appear on your screen. In order to Post a Patient Payment, first, begin by entering the amount of money accepted from the patient into the “Payment Amount” field in this window.
3 : Defining Patient Payment Date
Next, please enter the date that the patient payment was received and processed into the “Payment Date” field on your screen.
4 : Selecting Patient Payment Type
Now, in order to define the Payment Type for your Patient Payment, begin by clicking on the corresponding drop-down menu in this window.
Once the drop-down menu becomes visible, please select the appropriate Payment Type from the list.
5 : Entering Patient Transaction ID
Next, please enter the Transaction ID for the Patient Payment into the corresponding field on your screen.
6 : Entering Patient Payment Authorization Code
Now, in order to continue Posting the Patient Payment, please enter the appropriate Authorization Code into the field provided.
7 : Posting Patient Payment
After entering this information, please finish Posting the Patient Payment by clicking on the “Post Payment” button in this window.
8 : Viewing Posted Patient Payments
In the event that you would like to view the Posted Patient Payment, begin by clicking on the Financials button present in the Billing section of the Patient Overview toolbar.
Once the Patient Financials window becomes visible, you will be able to view Posted Patient Payments in the Payments and Adjustments section of this window.
9 : Beginning Refund or Voiding Process
In addition to Posting Patient Payments, you will, also, be able to Void or Refund a Patient Payment in the Post Patient Payments window. To begin, please navigate to this window by clicking on the “Patient Payment” button in the Patient Overview toolbar.
10 : Entering a Negative Payment Amount
At this point, the Post Patient Payments window will appear on your device. In order to Void or Refund a Patient Payment, please begin by entering a Negative Value into the Payment Amount field in this window.
11 : Specifying Patient Payment Date and Type
After entering this information, please specify the Payment Date and Payment Type using the fields provided.
12 : Entering Void or Refund as Transaction ID
Next, please enter “Void” or “Refund” into the Transaction ID field on your screen.
13 : Entering Authorization Code for Patient Payment
Now, please enter the Authorization Code for the Patient Payment into the corresponding field in this window.
14 : Voiding or Refunding a Patient Payment
After entering this information, please finish Voiding or Refunding the Patient Payment by clicking on the “Post Payment” button on your screen.
Code responses from Global Payment Integrated with a brief description.
Additional Resources
GoRev Support Team
If you have any additional questions or concerns regarding this tutorial, please contact the GoRev Support Team by phone at (317) 794-3900 or by email at ask@gorev.com
Note: Always submit an IT Support Ticket detailing the problem that you are experiencing with this portion of GoRev, if possible, as this will give GoRev Support Agents access to information that will help expedite the resolution of your issue. If you are unsure how to submit an IT Support Ticket in GoRev, please see the IT Support Ticket Creation tutorial for assistance.