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Taking a .CARD payment

1. In the Patients desktop, select a patient.
2. Open the Payment window by any of these methods:
   • Select Transactions > Take Payments:

     , or

     
     

   • Open the View Transactions window (F3 or CTRL-T or click the Transactions button), then select the Payment button at the bottom of the window:

     

   
   

3. In the Payment window,
   1. Select the .CARD Payment Method from the top of the Payment Methods list.
   2. Select the Process button.

      

      If this is the first use of the .CARD Payment Method,
      Choose a terminal when prompted to Set Default Card Terminal.
      EXACT will by default use this terminal for payments from this current workstation.
      You need to repeat this procedure for all workstations where practitioners will take card payments:

      
      
      If you attempt to continue without adding a default card terminal you will be prompted:

      

      
      

   3. EXACT starts sending the payment to the terminal but you still have the option to Cancel it:

      

      
      

4. When you see a prompt to Please present card, the system is waiting for card payment so you can use the patient card on the terminal.

   

   
   

5. Dip or swipe the card and ask the patient to type their PIN.

   

   If you delay too long the transaction will Time Out!
   
   

   
   

   You will see successive messages:

   

   

   

   Checking signatures: Some cards require that you check the patient signature against that on the card. Catering to these cards requires an additional procedure where you remove the card and confirm when the patient signs a sample.

   This starts with an instruction to remove the card: Then you will be prompted to confirm the signature: Ask the patient to sample-sign and compare the signature to that on the patient card. If in order, click the Yes button to continue. If you cannot confirm, and click No, EXACT will reverse the payment rather than finalise it, and you will see this message: ... followed by This initial payment and subsequent reversal is on the machine itself so EXACT does not track the transaction.

   
   

   

   

   
   

   The Payment Succeeded screen displays when the card terminal successfully processes the payment.

   Some card terminals will automatically print a receipt at this point.

   If your card terminal does not auto-print you have the option to Print Merchant Receipt for the practice and/or Print Customer Receipt for the patient (the merchant receipt has additional information such as transaction ID and patient card number):

   

   Transaction ID:
   The part in brackets is assigned by the terminal itself. The remainder of the number is incremented after each transaction, to match the number printed on the docket from the card machine.

   [30000006]	TXN000103
   Terminal number	Incremented docket number

   
   

   Stored: The Card Provider details and the Transaction ID are stored.

   
   

6. Print or reprint from the terminal (some forms of card processors do not automatically print customer receipts).

   This is a docket printout from the card terminal, not an EXACT printout.

   Ask the customer if they require a receipt. If YES, select Print Customer Receipt.

   Print Merchant Receipt if your practice requires it. This has information that the patient does not see such as Transaction ID and card number.

   NOTE: The terminal only remembers the last transaction, so you cannot print historical receipts from this window.

   
   

7. Select Close.

   You will see the EXACT Payment menu:

   

   These are EXACT printouts, not docket printouts from the card terminal.

8. Print any receipts or statements as required.
9. Select Don't Print to end the transaction.
10. Close the Payment window.

    You will now be at the Transactions window, where you can see an EXACT record of the card transaction:

    

Refund a .CARD payment back to the care

1. In the Patients File, select a patient.
2. Open the Transactions window by any of these means:
   • CTRL-T
   • F3
   • View Transactions button:

     

   • View > View Transactions...

     

3. From the Transactions window, select the patient transaction and click the Refund button:

   

   This opens the first page of the Refund Wizard:

   

   Select a type of refund:

   Credit Note:

   The patient was issued a Credit Note and you are now refunding.

   Refunding money paid for work not yet done:

   The patient has already paid.

   Refunding money paid for work done:

   Where the patient has overpaid or has paid for treatment that they no longer want to undertake. The patient receives money as a result and their credit balance is reduced.

4. Select Next > to display the Select Receipt screen:

   

   1. Select the appropriate receipt for refunding.
   2. Select the Method of refund.

      This will always default to blank:

      

      In the above example the selected method is .CARD:

      

   3. Select Finish.

   
   Because the chosen refund method is .CARD this requires further use of the physical card on the card terminal.

   EXACT displays the Processing Refund... screen that cycles through a series of status messages:

   

   

5. Dip or swipe the card and ask the patient to type their PIN.

   

   You will see a sequence of further messages:

   

   
   

   Checking signatures: Some cards require that you check the patient signature against that on the card. Catering to these cards requires an additional procedure where you remove the card and confirm when the patient signs a sample.

   This starts with an instruction to remove the card: Then you will be prompted to confirm the signature: Ask the patient to sample-sign and compare the signature to that on the patient card. If in order, click the Yes button to continue. If you cannot confirm, and click No, EXACT will reverse the refund rather than finalise it, and you will see this message: ... followed by This initial payment and subsequent reversal is on the machine itself so EXACT does not track the transaction.

   
   

   

   
   

6. Select the Close button.
7. Check in the Transactions window that the refund has been processed:

   

Refund a cash payment to the .CARD

Scenario:

A patient paid 50.00 in cash for treatment, but this amount needs to be refunded.

An option is to refund directly to the patient's card, if the patient wishes.

1. In the Patients File, select a patient.
2. Open the Transactions window by any of these means:
   • CTRL-T
   • F3
   • View Transactions button:

     

   • View > View Transactions...

     

3. From the Transactions window, select the patient transaction and click the Refund button:

   

   This opens the first page of the Refund Wizard (the Type and Amount screen):

   

   In this screen,

   1. Select an option for type of refund.
   2. Enter 50.00 as the Refund amount.
   3. Optionally enter a Refund reason.
   4. Click Next >.
4. Select the appropriate Invoice in the Select Invoice screen, and then click Next >:

   

5. In the Select Receipt screen, select the Method of Refund as .CARD and then click the Finish button:

   

   Because the chosen refund method is .CARD, this requires further use of the physical card on the card terminal.

   EXACT displays the Loading... message while waiting for the patient to enter the PIN for the card:

   

   

   If you delay too long the transaction will Time Out!

6. Swipe the patient card, ask for the PIN, and process the refund transaction.
7. Check in the Transactions window that the refund has been processed:

   

Transfer a .CARD refund to another patient

Scenario:

A patient was invoiced 95.00 but paid 115.00.

The practice owes the patient 20.00, as shown in the Transactions screen:

The patients asks that the amount owed be transferred to another patient.

1. Select the Transfer button:

   

2. This opens the Transfer Wizard, with the 20.00 open amount displayed:

   

3. Select a Transfer to patient and click the Finish button:

   

4. Check the transfer details in the Transactions screen:

   

5. Select the Resubmit button, read the confirmation message and click Yes:

   

6. Check the Treatment Resubmitted details in the Transactions screen:

   

Viewing .CARD Transaction IDs

The .CARD Transaction ID consists of two parts: [30000006] TXN000103

View .CARD Transaction Numbers at the time of the card transaction

View the Transaction ID in the Payment Succeeded window:

View .CARD Transaction Numbers from the patient Transactions window

1. In the Patients File, select a patient.
2. Open the Transactions window by any of these means:
   • CTRL-T
   • F3
   • View Transactions button:

     

   • View > View Transactions...

     

3. From the Transactions window, either
   • Double-click a transaction, or
   • Select the transaction and click the [i] (Information) button

   

   The Transaction Number is displayed in the Show... window:

   

Failure Modes

Manual Cancellation

Cancel only works up until the payment is taken from the patient account.

Connectivity test failed

EXACT checked but could not validate this terminal's IP Address.

Timeout

Could not read card