InstaMed Merchant Services Taking Payments

Version 14.19


Integrating with Instamed Merchant Services for payment processing services allows for payments to be made securely, simply, and conveniently. Credit cards can be saved on file directly in OP for easy application to patient balances.

Posting Credit Card Payments (Copays)

  1. Click the Schedule button located in the Billing, Clinical, or Practice Management tab. 
  2. If not already selected, select the Calendar radio button. 
  3. Locate and double-click on the patient's appointment. The Add/Edit Appointment window opens.
  4. Click the Copay button. The Patient's Credit Account window opens with the current date defaulted in the Date field.  

Note: You may or may not need to click Active Card Reader button, depending on your setup.  Ask the Implementation Team when you first add this feature.

  1. From the Pay Method dropdown, select Credit card (present).
  2. Click in the Name on card field.
  3. Swipe the credit card. The card information will populate in the fields.
  4. In the Patient Credit Amount field, enter the payment amount.
  5. Click the Save / Post button. A status bar will appear as the transaction is processed through Instamed.
  6. A popup window will display the message that the transaction was either approved or denied.
  7. If the transaction is approved, another popup message will ask if you would like to print a receipt.

Tip: It is important to follow the instructions above step-by-step to minimize errors. If the steps are done out of order, you can close the credit window and retry the steps in the exact order listed above.

Tip: Credits card payments that are taken for patients that do not have a scheduled appointment are entered following the same process as above, but from the Credits section of the patient chart.

Reprinting a Credit Card Transaction Receipt

  1. Navigate to the patient's Chart.
  2. Click Credits.
  3. Select the transaction.
  4. Click the Receipt button.
  5. Print receipt.

Keeping a Credit Card on File if Contracted for Credit Card Services

  1. Navigate to the patient's Chart.
  2. Click Credits.
  3. Click the New Credit button.
  4. From the Pay Method dropdown, select Credit Card (present).
  5. Place your cursor in the Name on Card field.
  6. Swipe the credit card. The card information will populate in the fields.
  7. Click the Save on File button.

NoteThis process may be done during the entry of a credit card payment. However, clicking the Save on File button does not process the payment if a payment amount has been entered. The payment will not be processed until the user clicks Save / Post.

Using Auto-Pay with Credit Card on File

Users are able to use a patient's credit card that has been saved on file while posting Insurance payments.

  1. Navigate to the area in which you are posting the Insurance payment. Some examples include:
  • Billing tab > Bulk Payments button
  • Patient Chart button > Payments > New Payment button
  • Billing tab > Billing Center button > Adjudications button.
  1. Indicate the Patient Responsibility amount and Reason of 1: Deductible Amount, 2: Coinsurance Amount, or 3: Copayment Amount.
  2. In the Patient Action field, use the dropdown to select Autopay PC+CC or Autopay CC only.

Removing Saved Credit Card on File from Patient Account

  1. Navigate to the patient's chart.
  2. Click Summary.
  3. Click the Delete button located in the Credit Card on file section of the Account Summary.

Keeping a Credit Card on File if not Contracted for Credit Card Services

For HIPAA purposes, this can not be stored securely in OP.

Why are my CC Payments Showing up as PC?

When using Instamed Merchant for Credit Card Payments, if there is more than one transaction, the first transaction will show up as CC Payment, and the other transactions will show up as PC. Balancing of the payments should be done in the Receipts tab of the Billing Center

Processing Credit Card Refunds in OP

It is an option to do a credit card refund the next business day after the transaction was originally processed.

  1. Navigate to the patient's chart.
  2. Click Credits.
  3. Click the Refund button.
  4. Use the Refund Method dropdown to select how you are removing this credit from the patient. If selecting the Refund Method of Refund credit card, you must have the credit card information available for entry.
  5. In the Refund from Patient Credit field, enter the amount of the credit being refunded.
  6. (Optional) In the Note field, enter a note indicating why this refund is being performed.
  7. ´╗┐Click Save/Post.

Voiding Credit Card Transaction in OP

When credit card transactions need to be voided the same day that they were processed, follow the steps below:

  1. Navigate to the patient's chart.
  2. Click Credits.
  3. Click the New Credit button.
  4. Click the Ledger tab.
  5. Select the transaction that needs to be voided.
  6. Click the ´╗┐Void button to refund the transaction. A confirmation window confirms you would like to void the transaction.
  7. Select Yes or No in the confirmation window to confirm you would like to void the transaction.
  8. Print the receipt or close the Print Preview.

Pulling Payments Made on the Instamed Portal into OP

Practices must process the payment reports (DPA files) from Instamed into OP. DPA payment files can be brought into Office Practicum the next business day. Users can log into the Instamed site throughout the day to see what is being paid by patients.

  1. Click the Billing Center button located in the Billing tab.
  2. Click the Claims (A/R) tab.
  3. Click the Fetch button
  4. Click the Process button. Payments from the DPA file are auto-applied to the newest of the patient's balances.
  5. Click the Receipts tab.
  6. Filter the Deposit Source column to show Portal payments.

Balancing Payments from DPA files 

The balancing or allocating of DPA files is recommended to be done before running a daysheet so that payments can be confirmed in the Receipts tab of the Billing Center. When reviewing credit card payments in OP, those with an Auth Code have been successfully transmitted to InstaMed. Therefore, you can safely assume the payment is underway.

  1. In the Billing Center, click the Receipts tab.
  2. Compare the credit card payments listed against Instamed's End of Day (EOD) report engine daily.

To access Instamed's EOD Report:

  1. Log into your Instamed Portal using your login credentials.
  2. Select the Payment tab.
  3. Select the Payment History tab.
  4. Select EOD (end of Day Summary).
  5. In the Date field, select the date for which you would like to balance.
  6. Leave the Users field blank.
  7. Leave the Outlet option blank to run this report for all outlets. 

Note: Always leave the Outlet option blank. If you are processing DPA Files into OP for online payments via the InstaMed portal, and you don't have the right outlet selected, the payment data will not match.

  1. Click Search.

NoteIf you have questions about a certain payment or if something in InstaMed does not match with OP, it may be best to contact Instamed. They can see each payment and authorization/denial codes related to them. In addition, they have the ability to see if a payment was deposited into your bank account or when it is scheduled to be deposited.