Instamed Merchant Services Taking Payments

Version 14.10


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 and payments can be taken through the Patient Portal.

Posting Credit Card Payments

  1. Click the Schedule  button to open the Schedule and Practice Workflow window.
  2. On the Calendar locate and double-click on the patient's appointment. The Add/Edit Appointment form will open.
  3. In the Add/Edit Appointment form, click the Copay  button. The Patient Credit Account window will open.  

  1. Select Credit card (present) in the Pay method dropdown.
  2. Swipe the patient's credit card. The Account Holder's Info. will appear on the screen.
  3. Enter in the payment amount in the Patient field.
  4. (Optional) Click the Save on File option to save the credit card securely on that individual patient's account.
  5. Click the Save/Post button.
  6. Click the Save/Post button, a status bar will appear as the transaction is processed through Instamed.
  7. A popup window will display the message that the transaction was either approved or denied.
  8. If the transaction is approved, another popup message will ask if you would like to print a receipt.

Credit card payments that are not processed at the Front Desk can be entered through the Patient Account in the Credits Tab.

Reprinting a Credit Card Transaction Receipt

  1. Click the Accountbutton.
  2. Click on the Credit  tab.
  3. Click the Plus Credit   button.
  4. Click on the Ledgertab.
  5. Click to highlight the transaction.
  6. Click the Reprint button at the bottom.

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

  1. Click the Account button.
  2. Click on the Credits tab.
  3. Click on the Plus Credit  button.
  4. Swipe Credit Card.
  5. Once Credit Card information is populated into Office Practicum, click Save on File  button.

Using Auto-Pay with Credit Card on File

Users are able to use a patient's credit card that has been saved on file when insurance payers assess patient responsibility on an EOB.

  1. Click on Activitiesalong the Menu bar.
  2. Click Post Bulk Payments  option in the dropdown.
  3. Indicate the Patient reason of 1 - Deductible, 2 - Coinsurance, or 3 - Copay.
  4. In the Patient Action column, click on the dropdown to select a patient action Autopay PC+CC or Autopay CC only .

Removing Saved Credit Card on File from Patient Account

  1. Click on the Patient Account button in the Smart Toolbar.
  2. Click on the red minus Deletebutton, in the Overview tab - Demographics/Patient Responsibility section to remove the Credit Card info.

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. You need to balance in Current Payment tab in the Billing Center. 

Processing Credit Card Refunds in OP if Using Instamed Merchant Services

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

  1. Open the Patient Account by clicking on the  button.
  2. Click on the Credits   tab.
  3. Click on the Refund  button.
  4. Indicate in Refund Method how you are removing this credit from the account of the patient (Check, Credit Card, Etc.).
If selecting the 'Refund credit card' Refund method, then you will need to have the credit card information available for entry.
  1. Indicate how much from the patient credit account is being removed.
  2. Construct a note indicating why this refund is being performed (optional).
  3. Click Save/Post.

Voiding Credit Card Transaction in OP if using Instamed Merchant Services

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

  1. Open the Patient Account by clicking on thebutton.
  2. Click on the Credits   tab.
  3. Click on the +Credit  button.
  4. Click on the Ledger  tab.
  5. Click to highlight the desired transaction.
  6. Click the Void button to refund the transaction. A popup window will appear if you wish to Void the transaction, select 'Yes' or 'No'.
  7. Print Receipt that pops up as a print preview.
  8. Close window with the Red X in the upper right corner.

Credit Card Payments via Patient Portal using Instamed Merchant Services

Note: Patients are able to make payments via OP Patient Portal. Practices will be able to process the payment reports (DPA files) from Instamed into OP. DPA payment files can be brought into Office Practicum the next business day.
  1. Click on the Billing Center  button.
  2. Click on Claims + A/R tab.
  3. Click on Fetch and then Process buttons. 
  4. Payments from the DPA file would auto apply to the newest balance on the patient's account.
  5. Click on the Current Receipts tab.
  6. Filter the Deposit Source column by Portal.
Note: Users can log into the Instamed site throughout the day to see what is being paid by patients.

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 Current Receipts tab of the Billing Center. When reviewing credit card payments in the OP software, those with an Auth Code have been successfully transmitted to InstaMed. Therefore, you can safely assume the payment is underway.

  1. Click on the Current Receipts tab .
  2. Confirm 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 tab, select the date for which you would like to balance.
  6. In the Users tab, select the users for which you would like to view or leave blank.
  7. Select the desired Outlet option or leave blank to see all Instamed payments across your Instamed account.
  8. Click Search.
Note: Users can log into the Instamed site throughout the day to see what is being paid by patients.

Note: If 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.