Set Up Payment Accounts

Use the Payment Accounts editor to define the types of payments you accept from responsible parties. If you integrate Edge Cloud with an electronic payment processing system, such as OpenEdge, Vanco, or Vantiv Worldpay (formerly Element), you must create at least one payment account to use with that integration.

Choose Your Settings

1. Open Payment Accounts Editor - Home ribbon bar > Tools section > Editors > Financial > Payment Accounts. (You can also use the Search field to look for the editor you want to work with.)

   

2. Create or Edit a Record - Select an existing record to edit, or create a new record.

   Select Existing Record - Your list of existing records appears at the left. Inactive descriptions are noted in parenthesis.

   Create a New Payment Account - Type a name in the Account Name field, and select the receipt type (cash, check, etc.). If you select Credit Card or Electronic Transfer, you also specify the provider to use when you post these transactions. Then click Add. You can now select the account details, described below.

   

3. Account Details - Identify how you will use this payment account within your Edge Cloud system.

   Account name - Enter a name that describes how to use this payment account. If you separate transactions by orthodontist and/or office, be sure to identify the doctor / location for this account. Also, if you have separate merchant ID's for retail, moto, and/or ecommerce transactions, be sure the account name specifies which type of transaction you should post with this account.

   Default description - Enter the default description to use when posting transactions with this payment account.

   Inactive / Active Toggle - Once you create a record, you cannot delete it. You can, however, flag it Inactive. Records you flag as Inactive are not available for general use, but they remain in your system for reporting and other data collection needs. In addition, you can toggle records back to Active whenever needed.

   Office / Orthodontist designation - If you separate transactions by office and/or orthodontist, specify the doctor / location for this account. Otherwise, enter Any in these fields. Note that if you have separate merchant ID's for offices and/or doctors, you will need to create a separate payment account for each.

4. Provider Details - (Credit card and electronic transfer accounts only.) When you create a credit card or electronic transfer account, and select to use an integrated payment processing provider, complete the Provider Details section of the window. The information required depends upon the payment type and processing system you are working with. If you have obtained separate client ID numbers for each orthodontist or office, you must create a payment account for each, with the appropriate ID numbers in the provider details fields. Refer to the appropriate details for your integration provider:

   OpenEdge - Edge Cloud's credit card feature lets you swipe or manually enter credit card payment information directly into patients' ledgers individually or with AutoReceipts. All transactions are authorized quickly over a secure connection, using free credit card processing software by OpenEdge. With Edge Cloud’s credit card feature, you can provide your responsible party with one receipt that includes the credit card payment information, enhancing your professional image, and simplifying transactions for everybody.

   OrthoBanc - (No Point-of-Sale Transactions) With this integration, you access OrthoBanc's state-of-the-art system which provides patient credit risk assessment in just seconds. After you create payment plans, they are submitted from Edge Cloud to OrthoBanc. OrthoBanccollects payments, manages credit cards and NSF/failed payment follow-up, and deposits are downloaded from OrthoBancand posted directly in patient ledgers. No additional Edge Cloud module is required. Creating and modifying OrthoBanccredit card payment methods must be handled from within the patient's OrthoBanc account, and not the Edge Cloud responsible party record.

   Vanco Payment Solutions - The Edge Cloud integration with Vanco allows you to easily process credit card and electronic funds transfer Auto Receipts through Vanco Payment Solution's e.service® payment solutions right from Edge Cloud. Vanco Payment Solutions is a PCI (Payment Card Industry) Level 1 Compliant Service Provider. Then, payment information is posted directly into patient ledgers.

   Vantiv - As a top 40 US processor and leader in simple and secure payment technology, Vantiv offers Tokenization and Point-to-Point Encryption (P2PE) technology simplifying security and PCI compliance for your practice. And, Vantiv’s commitment to honest, upfront pricing with no hidden fees is shown in our True PricingSM Promise—We’ll meet or BEAT your current processing rates and give you a free, side-by-side rate comparison! Even if you are locked into a contract or just want to stay with your current provider, Vantiv has a solution for you. Our Gateway works with any processor out there today.

5. Save Changes - Click Save in your Quick Access toolbar or File ribbon bar (or press Ctrl+S on your keyboard) to save any changes you have made.

   

More Information

Rearrange Account List - Use the arrows at the top of the payment accounts list to reorder accounts within each section. You might use this, for example, to move all inactive accounts to the bottom of the list. The accounts appear in this order when you post transactions.

Auto-Receipt Setup Option - The Auto-Receipt setup option at the bottom of the payment accounts editor provides a way to run Auto-Receipts that are not actually processed by an integrated payment provider. This feature is generally only used for testing and other specialized purposes. Please contact Ortho2 before enabling this option.

OrthoBanc Integration - If you use the Edge Cloud / OrthoBanc integration, you will want to create a payment account specifically for those deposits. See "OrthoBanc Integration" for details.

Print Payment Account List - Run the Payment Account List to obtain a list of the payment accounts you use to accept payments for your practice. The report includes the transaction type category, default description, office and doctor assignment (if any), and account type. See "Payment Account Adjustments List" for details.

Audit Transactions Processed by your Payment Accounts - Run the Processed Transactions report to obtain the details of each electronic and credit card transaction run through the selected payment processor for any range of dates or Transaction reports. The report includes the responsible party and patient identifiers, receipt description, date, and amount, and the Transaction number on which the receipt appears, as well as the payment processor details. See "Processed Transactions" for details.

Editor History - When you open more than one editor without leaving the Editors window, a history of those editors appears at the top of your screen. You can click a name in the history to return to any previously opened editor, easily going back and forth between editors. This is useful, for example, when you are working with editors that are related to one another, such as the Treatment Chart Style editor and the Treatment Chart List editor.