Setup ePayments

Setup ePayments

Quote
ePayments is a service that allows patients to pay a deposit for an appointment when they book through eAppointments.
We can charge different fees depending on what type of appointment the patient books. 
Setup ePayments, manage security, setup email templates for captured ePayments and setting up deposit reasons. 
Note: ePayment is available for Dental4Windows Users only. Coming soon for Dental4Web users

Setup ePayments For Dental4Windows Users

Once you have signed you up for ePayments, you can setup these configurations within Dental4Windows, which are required for ePayments to function correctly.
This feature is available from Build 5750.
An account needs to be setup with Tyro (will not affect current claiming through terminal if using a different service) before Dental4Windows setup can be completed.
InfoContact Tyro via Get started with ePayments Form to get started. 

Activate ePayments

  1. Go to Location Setup > General > Group: eServices > enter Merchant ID number (Tyro Merchant ID - numbers only - Practice to obtain from Tyro).

  2. Now activate by going to Location Setup > General > Group: eServices > Activate ePayments > Yes.

Allow Refunds of eAppointment Deposits from Appointment Book

Refunds of an eAppointment deposit can be done from either Appointment Book or Receipts tab. For refunds to be processed from Appointment Book this feature must be enabled.

See below section for more information and instructions on ePayments: Allow REFUND of eAppt deposit from Appointment Book

Setup eAppointment Deposit Status Type

A new Status Type needs to be created for eAppointment Deposits.

  1. Go to Appointment Book, Options drop down menu > Setup Status Types

Set eAppointment Deposit Status 

Set eAppointment Deposit Status so that booked eAppointments with a deposit will be marked with selected Status Type indicating the eAppointment has a deposit attached. 

  1. Go to Appointment Book, Options menu > Setup eAppointments 
    1. Select the created Status from the menu next to Set ''eAppointment Deposit'' Status 
    2. Click Exit       
                                                                                                         

ePayments: Security

It is recommended that Security is enabled. This will prompt the user to enter their username and password when processing a refund of an eAppointment Deposit from either Appointment Book or Receipts tab.
Security can be activated for refunding an eAppointment deposit back to a patient. User will be prompted to enter their username and password to complete the refund from either Appointment Book or Receipts tab. Available from Build 5750.
  1. Go to Location Setup > Security tab > Record menu > Security status... or gold key Icon  
    1. Scroll down to Receipts, tick Create Deposit Refund 

    2. Access now needs to be given to relevant users or groups
      Info
      Setup Security Features in D4W

Setup E-mail Template for ePayments Captured and Refunded

An email is sent to a patient when an ePayment deposit has been received or refunded. These email templates must be set up. Available from Build 5750.

  1. Go to Debtors & Marketing > Mail Merge tab
  2. Mail Merge Category: ePayments
  3. Select relevant eAppointment Deposit Type to set up a template for

  4. E-mail Template: Click edit button

  5. Design the template as required for this e-mail
    1. Insert input fields by clicking Insert menu
    2. Select the category e.g. ePayment Information > D4W Deposit ID

  6. Email Subject: Edit if required

ePayment Settings & Terms of Service

For ePayments to work effectively it requires eAppointment Reasons to be mandatory when a patient books an eAppointment. Easy booking mode must also be turned off. 

InfoHere is more information and instructions: ePayments: Settings & Terms of Service

Setup Deposit Reasons

New deposit reasons can be added. 

Info
Click here for The Setup Reason instructions

Configure Deposit for Reasons & Providers

Alert
The provider reasons must be set up before proceeding with the deposit allocation.
Individual deposit amounts can be added to eAppointment reasons or one amount to cover all eAppointment reasons.
With eAppointments, a deposit can be collected at the time of booking an online appointment.
The practice can specify which providers and reasons require a deposit. Available from Build 5750.
Info
Click here for instructions

Providers Requiring a Deposit

You can choose to require a deposit for online bookings for all providers or select specific providers to request a deposit.

Info
Click here for instructions

Setup ePayments For Dental4Web Users

Once you have signed you up for ePayments, you can setup these configurations within Dental4Windows, which are required for ePayments to function correctly..
ePayment for dental4Web users is available from Build 25.1121.
An account needs to be setup with Tyro (will not affect current claiming through terminal if using a different service) before Dental4Web setup can be completed.
Info
Discover more about ePayments via our solutions page.
Contact Tyro via Get Started with ePayments.

Activate ePayments

Add your Merchant ID and Activate ePayments feature via General Settings

Allow Refunds of eAppointment Deposits from Appointment Book

Refunds of an eAppointment deposit are possible from either Appointment Book or Receipts pages.
For refunds to be processed from Appointment Book this feature must be enabled in the General Settings

Setup eAppointment Deposit Status Type

Create a new Status Type for eAppointment Deposits.
Info
Instructions here
Notes
Note: Example of the new Status. The status letters, background and text colours are customisable by you

Setup Official Status to Appointments for eAppointment Deposits

Set the official eAppointment Deposit Status so that booked eAppointments with a deposit will be marked with selected Status Type indicating the eAppointment has a deposit attached. 
Info
Click here for instructions on How to Setup Official eAppointment Status types

ePayment Security

It is recommended that Security is enabled to Create Deposit refund.
Enabling this security feature will either allow or disallow a user to issue refunds for an eAppointment Deposit from either Appointment Book or Receipts page.
Info
Security instructions
Set Security access - activate security for Create Deposit refund.
Set Permissions - Give or remove permissions to groups or individuals.

Setup E-mail Template for ePayments Captured and Refunded

An email is sent to a patient when an ePayment deposit has been received or refunded. These email templates must be set up.
  1. Click the navigation menu > Debtors & Marketing > Mail Merge Setup page
  2. Select ePayments from the Mail Merge Category drop list
  3. Select the template type (e.g. Deposit Payment - after approved Deposit CAPTURE) to setup
  4. E-mail Template: Click the Edit  button
  5. Design the template as required for this e-mail
    1. Select the Mail Merge tab > Insert input fields by clicking Add Field icon
    2. Select the category (e.g. ePayment Information > ePayment D4W Deposit ID)
    3. Click OK 

      Idea
      When selecting input fields, hold Ctrl key to select more than 1
    4. Select the File tab > Click Save > Click Exit
    5. E-mail Subject: Edit the Subject line if required
Notes
Repeat steps for other Types (e.g. Deposit Payment - after approved Deposit REFUND).

ePayment Settings & Terms of Service

For ePayments to work effectively it requires eAppointment reasons to be mandatory when a patient books an eAppointment. Easy booking mode must also be turned off. 
Info
See here for ePayment Settings & Terms of Service.

Setup Provider Reasons

You may already have eAppointment Provider Reasons setup in the eServices portal. 
Info
To learn how to add more, click here for instructions.

Configure Deposit for Reasons & Providers

Alert
Alert
The provider reasons must be set up before proceeding with the deposit allocation.
Individual deposit amounts can be added to eAppointment reasons or one amount to cover all eAppointment reasons in the eServices portal.
With eAppointments, a deposit can be collected at the time of booking an online appointment.
The practice can specify which providers and reasons require a deposit.
Info
Click here for instructions

Providers Requiring a Deposit

You can choose if all providers or selected providers request a deposit for online bookings in the eServices portal.

Info
Click here for instructions

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