Choose a payment source (1), then select whether you will swipe the credit card or key in the card information (2). If you select the option to key in card information, additional fields for the card number, expiration date, and zip code will appear. Click Submit (3) when finished.

After returning to ICANotes from BillFlash, the newly collected pre-payment will display in its own line item

Please note: If after collecting a pre-payment in this manner the Account Summary does not update to reflect an updated balance, navigate away from Patient Accounts, then back into it to "refresh" the balance. The Account Summary will update accordingly. 

Click the pencil icon to open the Edit Pre-Payment window. Transaction details from BillFlash will be contained within the Description field.

If collecting a Payment on an existing service, start by clicking the pencil icon on the service the payment should be applied to

Select the service to apply the payment to (if there is more than one service code) before clicking into the Code: Specific tab. Then click Add Patient Pmt.

In the Patient Payment window, enter the payment amount and source, then click Done.

You’ll be prompted with a choice between Charge CC and Record Only. To proceed through BillFlash, click the Charge CC option and follow the steps outlined above.

Once Collected:

FREQUENTLY ASKED QUESTIONS

Yes. If a credit card payment transaction is cancelled by clicking the link underneath the Confirmation for Office, the cancellation will be reflected within the description in Patient Accounts. Click "Cancel Payments" (highlighted below in yellow) to continue.

The Confirmation screen will show that the transaction has been cancelled. Click to go Back to ICANotes.

Failed/Cancelled Transactions

Failed/Cancelled transaction attempts in BillFlash will still show as paid within Event Details (if collecting a copay from the Calendar), with a note to "check patient accounts for details". At this time, this is a known limitation. To resolve, locate the collected payment within Patient Accounts and click the pencil icon to edit, then save the payment. This will refresh transaction details so they display accurately in Event Details.

My Patient Accounts report says I collected a copay even though I cancelled the transaction in BillFlash. How can I get an accurate accounting within the report?

If the transaction for collecting a copay was cancelled in BillFlash and is still displaying as a dollar amount collected in a Patient Accounts report or in Event Details for the appointment, editing the collected payment will refresh the calculation, thus updating the record within Patient Account reports and Event Details to display an accurate account.

You can "refresh" the Account Summary details by navigating away from Patient Accounts (such as to the Chart Room) and then returning to it. The Account Summary balances will refresh/re-calculate giving you an accurate readout.

What happens if I select ‘Record Only’ instead of ‘Charge CC’?

If you choose the option to ‘Record Only’, ICANotes will continue to process the collected payment, bypassing BillFlash altogether.

Yes. The workflow outlined above demonstrating collecting a copay will also work within the Legacy calendar. Open the Event Detail window for the appointment and click Collect Copay to initiate a new payment.

What if my client’s card is declined, or there is a transaction error?

If a transaction fails within BillFlash, details of the failure will be included in the description when you return to ICANotes, as well as on-screen within the BillFlash module. Here are examples of error messages in Patient Accounts:

Why can I not see the patient’s copay amount in the Event Details window?

Check patient Demographics to ensure the copay amount has been entered in the Coverage Details section (in the Insurance Information tab).

I’m getting an error message that says, “The Return Address information sent doesn’t match the Return Address information in one of your BillFlash Sub-Accounts…”

If you encounter this type of error message within BillFlash, return to ICANotes and check the settings of the service. You may need to specify a different Site location for the service if it does not match what has been set up with BillFlash for your practice.

Can I use both CMS and BillFlash Credit Card processing at the same time?

No, CMS and BillFlash Credit Card processing cannot be used at the same time with ICANotes. 

Can I collect insurance credit card payments in Patient Accounts with BillFlash Credit Card processing?

No, insurance credit card payments cannot be made via Patient Accounts with Bill Flash Credit Card processing.