How to take recurring payments

Entering a Recurring Payment

For recurring payments enter the Pay module, then recurring tab.  You will be prompted for the following information:

Customer

• Customer Name - Search from the list for the patient.   You can search by first name, or chart number.
• Chart Number - The Chart Number will display automatically once you choose the patient.
• Memo/Note - This is an optional field if you want to make a special note about the payment.   This will show on the transaction report, and in the payment history

Items

• Product - Description of Charge (ex. Dental Plan Payment)
• Quantity - The number of items to charge.  This will typically be 1.  This is not the number of payments, that will be determined in the schedule below.
• Price - The Price to be charged for each payment.  This will be multiplied by the quantity, which is typically 1.
• Description - Similar to product, just a description of the charge. 
• Total - Auto calculated amount of the Qty x price.  This is the amount that will be charged per occurrence.

Schedule

• Date - This is the start date of the recurring schedule
• Frequency - The frequency of the schedule.  This can be once, weekly, monthly, or yearly.
• Every - Now that you have chosen the frequency, determine if it should be every week/month/year if so enter a 1. Every other week/month/year enter a 2. And so on.
• Occurrences - How many times you want this contract to run through the schedule you've selected. Leave it blank (shows Unlimited) if you want them to continue until you manually cancel the recurring charge.
• Receipt - You can choose when the customer should receive a receipt for this recurring contract. Receipts are sent after payment has been successfully made. You can choose to have the receipt sent: Always, Never, or Once for the initial payment and then never again.
• Attachments - Use the attachments to upload any PDF file you feel is necessary to keep on file for this contract. These could be agreements that you require, miscellaneous forms, and/or copies of identification.

Once you have entered all the above information, click the "save and start" button.  This will redirect you to the customer record, which you can print the "auth form".

Authorization Form

The auth form is a form that spells out all of the information above, and allows both the office, and the card holder to be on the same page as to when the recurring charges will begin and end.  It also allows for a place for the customer to sign for the practice records.