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Process an Electronic Client Payment with Vantage Payments

Gary M.
  • Updated

Overview

Learn how to use the integrated Electronic Client Payment tool and how to save client payment options for future client payments. This article is for agencies that are partnering with Vantage Payment Processing. If you are partnering with CMS Payment Processing, please see the article Use Electronic Client Payment with CMS Payments.
 

Assign Permission

A Procentive Champion needs to assign permissions by editing the applicable roles.  If you are not familiar with editing staff roles, please review this support article: Change Permissions (edit a role).
permission_for_electronic_payments_8-7-17__1_.png

Payment Options

Initiate Electronic Client Payments in the following Procentive modules:

 

Options to process an electronic client payment:

 

One-time Payment

Prefer a video walkthrough? Click here.
 
  1. Go to the Payments Module.
  2. Using the filters or search option, locate & select the client.
  3. Click Add.
    • A New Payment window will open. 
      pro_vantage_payment_window_filled_out_Mar2021.png
  4. Enter or select an option for the following fields:
Date Posted  Today's date
Reference A unique reference helps differentiate payments in reporting - one option is to use the date, client # and type (i.e., 2.10.2021 1000 CC).
Type How the client is paying - credit card, cash, or check.
Payer Make sure Co-Pays, Co-Insurance, Deductibles is selected.
Amount Received Enter the amount of the payment being processed.
Note Optional - one option would be to type the service code or appointment that is associated to this payment (i.e., 2/10/2021 DOS 90837).
Electronic Payment Make sure the box is checked.
  1. Click One-Time Payment.
    • The Payment Processing window will open.
      pro_vantage_payment_processing_filled_out_Mar2021.png
  2. Verify the Amount and enter all required fields (*).
  3. Click Submit and wait for confirmation message that payment was successfully processed.

IMPORTANT:  Please allow the system to complete the payment process before exiting the New Payment window.  Generally a success or failure response is promptly displayed but the processing could take up to a minute or two. 
If you experience a significant delay in receiving the Payment Successful or Payment Failed message, check that the window isn't open and hidden behind other open windows on your computer or device.  

 

      • A Payment Successful message should appear.
        download__1_.png

        NOTE: If a payment cannot be processed, a Payment Failed message displays with the reason and response text received from the payment processor.

        download__2_.png

        1. Click Close.
          • The Payment Window should be open still, but now display a Confirmation #.
            pro_vantage_payment_window_confirmation_number_and_receipt_options_Mar2021.png
        2. Click Save.
          • Click Email CC receipt or Print CC receipt to provide a receipt to the client.
            • The Email CC receipt link will send a copy to the email in the client's file. 

        Important: Clicking Save is required to store the record of the payment in Procentive.

        To the top 

         

        Add a new card, process a payment on that card and store the card for future use

        1. Go to the Payments Module.
        2. Using the filters or search option, locate & select the client.
        3. Click Add. 
          • A New Payment window will appear.
            pro_vantage_payment_window_new_payment_method_filled_out_Mar2021.png
        4. Enter or select an option for the following fields:
        Date Posted  Today's date
        Reference A unique reference helps differentiate payments in reporting - one option is to use the date, client # and type (i.e., 2.10.2021 1000 CC).
        Type How the client is paying - credit card, cash, or check.
        Payer Make sure Co-Pays, Co-Insurance, Deductibles is selected.
        Amount Received Enter the amount of the payment being processed.
        Note Optional - one option would be to type the service code or appointment that is associated to this payment - i.e., 3/1/2021 DOS 90837.
        Electronic Payment Make sure the box is checked.
        Choose Card Select New Payment Method.
        New Card Name Enter the type of credit card (i.e., Visa) and client number.
        1. Click Add and Process Card
          • The Payment Processing window will open
            pro_vantage_payment_processing_filled_out_Mar2021__1_.png
        2. Verify the Amount and enter all required fields (*).
        3. Click Submit and wait for confirmation message that payment was successfully processed.
          • Important:  Please allow the system to complete the payment process before exiting the New Payment window.  Generally a success or failure response is promptly displayed but the processing could take up to a minute or two.
            • IF you experience a significant delay in receiving the success confirmation or payment failed message, check that the message hasn't opened and is hidden behind other open windows on your computer or device.   
              • A Payment Successful message should appear.
                download__1_.png

        NOTE: If a payment cannot be processed, a Payment Failed message displays with the reason and response text received from the payment processor.

        download__2_.png

        1. Click Close.​​​​​​
          • The Payment Window should be open still, but now display a Confirmation #.
            pro_vantage_payment_window_confirmation_number_and_receipt_options_Mar2021__1_.png
        2. Click Save.
          • Click Email CC receipt or Print CC receipt to provide a receipt to the client.
            • The Email CC receipt link will send a copy to the email in the client's file. 

        Important: Clicking Save is required to store the record of the payment in Procentive.

        To the top 

         

        Process a Payment with a Previously Stored Card 

        1. Go to the Payments Module.
        2. Using the filters or search option, locate & select the client.
        3. Click Add. 
          • A New Payment window will appear.
            pro_vantage_payment_window_saved_card_method_filled_out_Apr2021.png
        4. Enter or select an option for the following fields:
        Date Posted  Today's date
        Reference A unique reference helps differentiate payments in reporting - one option is to use the date, client # and type (i.e., 2.10.2021 1000 CC).
        Type How the client is paying - credit card, cash, or check.
        Payer Make sure Co-Pays, Co-Insurance, Deductibles is selected.
        Amount Received Enter the amount of the payment being processed.
        Note Optional - one option would be to type the service code or appointment that is associated to this payment - i.e., 3/1/2021 DOS 90837.
        Electronic Payment Make sure the box is checked.
        Choose Card Select the name of the stored card.
        1. Click Process Card.
          • The Payment Processing window will open.
            pro_vantage_payment_processing_filled_out_Mar2021__2_.png
        2. Verify the Amount and enter all * required fields.
        3. Click Submit and wait for confirmation message that payment was successfully processed.
          • Important:  Please allow the system to complete the payment process before exiting the New Payment window.  Generally a success or failure response is promptly displayed but the processing could take up to a minute or two.
          • IF you experience a significant delay in receiving the success confirmation or payment failed message, check that the message hasn't opened and is hidden behind other open windows on your computer or device. 
            • A Payment Successful message should appear.
              download__1_.png

NOTE: If a payment cannot be processed, a Payment Failed message displays with the reason and response text received from the payment processor.

download__2_.png

  1. Click Close.​​​​​​
    • The Payment Window should be open still, but now display a Confirmation #.
      pro_vantage_payment_window_confirmation_number_and_receipt_options_Mar2021__2_.png
  2. Click Save.
    • Click Email CC receipt or Print CC receipt to provide a receipt to the client.
      • The Email CC receipt link will send a copy to the email in the client's file. 

Important: Clicking Save is required to store the record of the payment in Procentive.

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Access the Payments window

Clients Module

  1. Go to the Clients module.
  2. Double click into a client
  3. Click add payment
    clipboard_e135aa30c145c6332e8670e9059fa4c0f.png
 

Appointments Module

  1. Go to the Appointments module

In the appointment:

  1. Double click on an appointment
  2. Click add
    clipboard_e162743134674639bfae5b4bbc14b1f03.png

Or In the Information Panel (on right-side):

  1. Click on an appointment
  2. Click New Payment
    clipboard_ee82625e0d0e11e42ed8d04baaf80edf5.png

NOTE: Click here to learn how to configure your appointments side panel

 
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