ePayments Practice Experience

ePayments Practice Experience

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Listed below are instructions on cancelling or marking an appointment with FTA or UTA that has a deposit, refunding a deposit and view and process a deposit from a patient.

Using ePayments for the Dental4Windows User

Cancel eAppointment with a Deposit

An eAppointment with a deposit attached can be moved from the Appointment Book. When this occurs a notification will appear informing user of the deposit attached to this appointment. Refunds of an eAppointment deposit can be processed from Appointment Book during this process if enabled. Otherwise refund must be processed from Receipts tab after appointment has been cancelled. Available from Build 5750.

Alert
When an eAppointment with a deposit is copied, the notes regarding the ePayment deposit will also be copied over to the new appointment. The deposit however is only attached to the original eAppointment. If a refund is to be done from Appointment Book it can only be done from the original appointment. It is recommended the deposit notes on subsequent copied appointments are manually removed. 

Move to Cancelation List

  1. Go to Appointment Book > right click on booked appointment > Move to Cancellation List

  2. Click Yes to continue with cancellation of appointment with deposit attached

    1. Click No to keep booked appointment and not move the patient to the Cancellation List

Move to Standby List

  1. Go to Appointment Book > right click on booked appointment > Move to Standby List

  2. Click Yes to move appointment to the Standby List

    1. Click No to keep booked appointment and not move the patient to the Standby List

Mark an eAppointment with Attached Deposit as UTA or FTA

When an eAppointment is marked with the UTA or FTA status with an attached eAppointment deposit it may or may not prompt for the deposit to be refunded. This is dependent on how Set Appointment Status Types is setup and whether an appointment is automatically moved or copied. Available from Build 5750.
  1. Go to Appointment Book > Options menu > Set Appointment Status Types...

FTA (Fail to Attend) Status

  1. Under Set official FTA (Fail To Attend) appointment status, when Automatically move appt to cancelation list is ticked, prompt to refund deposit will appear   
                               
  2. Under Set official FTA (Fail To Attend) appointment status, when Automatically copy appt to cancelation list is ticked, prompt to refund deposit will NOT appear

UTA (Unable to Attend) Status

  1. Under Set official UTA (Unable To Attend) appointment status, when Automatically move appt to cancelation list is ticked, prompt to refund deposit will appear

  2. Under Set official UT (Unable To Attend) appointment status, when Automatically copy appt to cancelation list is ticked, prompt to refund deposit will NOT appear

Refund a Deposit

When an Online booking is cancelled in Dental4Windows, the attached ePayment (deposit) can be either refunded directly to the patient or retained in Dental4Windows patient record as a deposit and applied to future treatment. 

Below describes how to refund from Appointment Book with options and how to refund from Patient Receipts tab. Available from Build 5750.

Refund from Appointment Book

  1. Cancel appointment by preferred method e.g. right click on appointment > Move to Cancellation List
  2. Select Cancel and REFUND $ for deposit to be refunded to the patient

    1. Click Yes to cancel appointment and process refund

  3. Select Cancel and RETAIN $ for appointment to be cancelled only and deposit will be retained by the practice

    1. Click Yes to cancel appointment, deposit will still be available in patient file

Refund From Receipts Tab

  1. Go to Patient Details > Patients tab > Find patient
  2. Go to Receipts tab
  3. Highlight Deposit to be reversed
  4. Receipts drop down menu > New Refund
  5. Click OK

    1. Click Yes to process Refund in Dental4Windows and also process refund back to patient

      1. Click No to cancel refund                                                                                                  
    2. Click OK 
       

eServices Management Console

View eAppointment: Process eAppointments with Deposits, view deposit transaction Information that include status results for patients with unprocessed eAppointments (Authorised, Captured, Refunded) and ePayment conflicts (failed transactions). 

InfoClick here for instructions on viewing and processing Deposits in the eService Management Console in Dental4Windows

Using ePayments for the Dental4Web User

Cancel eAppointment and Refund Deposit

An eAppointment with a deposit attached can be moved from the Appointment Book. When this occurs a notification will appear informing user of the deposit attached to this appointment. Refunds of an eAppointment deposit can be processed from Appointment Book during this process if enabled. Otherwise refund must be processed from Receipts page after appointment has been cancelled.
Info
See Allow REFUND of eAppt deposit from Appointment Book to switch on General Setting
Alert
When an eAppointment with a deposit is copied, the notes regarding the ePayment deposit will also be copied over to the new appointment. The deposit however is only attached to the original eAppointment. If a refund is to be done from Appointment Book it can only be done from the original appointment. It is recommended the deposit notes on subsequent copied appointments are manually removed. 

Move to Cancellation List

  1. Right click on the booked eAppointment > Move to cancellation list
    1. Click CANCEL AND REFUND $ to cancel appointment and process the deposit refund
    2. Click CANCEL AND RETAIN $ to cancel appointment and the deposit to be retained by the practice
    3. Click CANCEL to stop the appointment cancellation all together
    4. Confirm your next steps if CANCEL AND REFUND $ was selected above
    5. Patient receives an email 
Alert
When using Set Official Appointment Status types for FTA or UTA please consider the following:
When Automatically move appt to cancelation list is ticked, prompt to refund deposit will appear 
When Automatically copy appt to cancelation list is ticked, prompt to refund deposit will NOT appear

eServices Management Console

View eAppointment: Process eAppointments with Deposits, view deposit transaction Information that include status results for patients with unprocessed eAppointments (Authorised, Captured, Refunded) and ePayment conflicts (failed transactions).
InfoClick here for instructions on viewing and processing Deposits in the eService Management Console in Dental4Web article

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