Setup ePayments

Setup ePayments

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ePayments is a service that allows patients to pay a deposit for an appointment when they book through eAppointments.
Different fees can be charged 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

For Dental4Windows Users

Once you have been signed up for ePayments you can setup these configurations within Dental4Windows, which are required for ePayments to function correctly.
Available from Build 5750.
An account needs to be setup with Tyro (will not effect current claiming through terminal if currently 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 newly created Status from 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. 

InfoHere is more information and instructions: eAppointments: Setup Appointment Reason (link coming soon)

Configuring Deposits for Reasons and 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
See eAppointments: Create and Add Appointment Reason for Providers section (link coming soon)
  1. Within the eServices portal
  2. Go to Menu > Practice Management 
                                                                                                  
  3. Select eAppointments Management
  4. Select Deposit Settings

  5. Select Surgery Name 
                                                                          

The Same Deposit Amount for All Reasons
  1. At Set deposit for all reasons enter the required amount. This applies the amount to all reasons 
        
  2. Click Save
A Different Deposit Amount for Each Reason

At Reasons with deposit, you can select specific reasons to require a deposit when making a booking. Each reason can have a different deposit amount associated with it.

  1. Use Search for fine the particular reason
  2. Tick the reason and enter the required amount 
                                                            
  3. Click Save

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.

For All Providers
  1. At Providers with Deposit, select Select All       
                                                          
For Selected Providers
  1. At Providers with Deposit, tick the particular providers 

For Dental4Web Users (coming soon)

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