Posting an Insurance Credit Card Payment

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Version 21.3

Some payers may issue claim payments in the form of credit cards (virtual credit cards, or “VCCs”) rather than checks. The procedure for processing VCCs depends on whether you are using Instamed’s integrated Merchant Services or not.

You will first want to read the instructions that were enclosed with the credit card payment. Some instructions may indicate that the card should only be used once, although there may be more than one patient listed on the Explanation of Benefits. Because processing instructions may vary, it is best practice to process the credit card via the Credits tab in the patient's account.

Process the Credit Card (Using Instamed's Merchant Services)

1. Search for and select the patient for whom the insurance payment applies. If the payment applies to multiple patients, select any of the patients to start. 
2. In the patient chart ribbon, under Account, click the Credits tab. 
3. Click the New Credit button. 
4. Select Credit card (present) as the Pay Method. 
5. Enter the Name on card (usually the insurance company issuing the payment). 
6. Enter the Card Number and Expiration Date provided by the insurance company. 
7. In the Card Status dropdown, choose Not present - manually entered. 
8. Enter a Check/Ref #. This is usually noted on the EOB as a reference or document ID number. 
9. In the Credit amount field, in the Insurance window, enter the amount of the insurance’s credit card payment. If the card may only be processed once, but there are multiple patients on the EOB, enter the full amount of the card that can be transferred later. 
10. Select the Payer by clicking the Insurance Carrier Lookup (Insurance shield symbol) button. 
11. Enter Credit source, Note, and Provider if desired. 
12. Click the Save/Post button. 
13. Next, apply the total credit amount to patient account(s) by following the instructions in Apply the Credits: Instamed and Non-Instamed section below.

Process the Credit Card (Other Merchant Services)

1. Key in the VCC information to your merchant services account according to your merchant services vendor instructions. 
2. Once you have a receipt that the payment has been processed, proceed to create a matching credit for the amount in Office Practicum. 
3. Search for and select the patient for whom the insurance payment applies. If the payment applies to multiple patients, select any of the patients to start. 
4. In the patient chart ribbon, under Account, click the Credits tab. 
5. Click the New Credit button. 
6. Select Credit card (present) as the Pay Method. 
7. Enter the Name on card (usually the insurance company issuing the payment). 
8. Enter the Card Number and Expiration Date provided by the insurance company. 
9. In the Card Status dropdown, choose Not present - manually entered. 
10. Enter a Check/Ref #. This is usually noted on the EOB as a reference or document ID number. 
11. In the Credit amount field, in the Insurance window, enter the amount of the insurance’s credit card payment. If the card may only be processed once, but there are multiple patients on the EOB, enter the full amount of the card that can be transferred later. 
12. Select the Payer by clicking the Insurance Carrier Lookup (Insurance shield symbol) button. 
13. Enter Credit source, Note, and Provider if desired. 
14. Click the Save/Post button. 
15. Next, apply the total credit amount to patient account(s) by following the instructions in Apply the Credits: Instamed and Non-Instamed section below.

Apply the Credits: Instamed and Non-Instamed

1. Select a patient who has a claim that is paid by this VCC payment. 
2. In the patient chart ribbon, under Account, click Payments. 
3. Click the New Payment button. 
4. Select the Insurance tab, if not already selected, to get the “green screen.” 
5. In the Pay Method dropdown, select PC PAYER CREDIT. 
6. Allocate the amount(s) paid as stated on the EOB. 
7. Click the Save + Close button. 
8. Repeat steps 1-7 with other patients whose claims are paid with this VCC payment until the entire credit card payment has been allocated.

Version 14.19

There may be some payers who issue claim payments in the form of credit cards rather than checks. To process these credit card payments in OP, you must be contracted with Instamed's Merchant Services. 

You will first want to read the instructions that were enclosed with the credit card payment. Some instructions may indicate that the card should only be used once, although there may be more than one patient listed on the Explanation of Benefits. Because processing instructions may vary, it is best practice to process the credit card via the Credits tab in the patient's account.

Process the Credit Card

1. Click the Acct button.
2. Search for and select the patient to access the account for a patient listed on the Explanation of Benefits.
3. Click the Credits tab.
4. Click the +Credit button.  
5. Select Credit card (present) as the pay method.
6. Enter the Name on card (usually the insurance company issuing the payment).
7. Enter the Card Number, Expiration Date, and Card Status in the respective fields.
8. Enter a Check/Ref #. This is usually noted on the EOB as a reference or document ID number.
9. Enter the Credit amount in the Insurance credit field. If the card may only be processed once, but there are multiple patients on the EOB, enter the full amount of the card that can be transferred later.
10. Select the Payer by clicking the Insurance Carrier Lookup (Insurance shield symbol) button.
11. Enter Credit source, Note, and Provider if desired.
12. Click the Save/Post button.

Apply the Credits

1. While in the patient's account, click the Payments tab.
2. Click the + Payment button.
3. Select Payer Credit as the Pay Method.
4. Allocate the amount(s) paid as stated on the EOB.
5. Click the Save + Close button.