Resource Center

Bluefin Payment Gateway

Bluefin Payment Gateway

CharmHealth EHR is integrated with Bluefin Payment gateway so that Practices can charge their Patients within the application, making the process efficient and reducing the Patients' waiting time. The Biller or Front Office staff designated to collect the payments are the expected users of this functionality. [WATCH VIDEO TUTORIAL]

Payment is initiated either by swiping the Card in a Card Reader attached to the computer on which the CharmHealth EHR is running or by entering the card number directly in the Card field in the form. CharmHealth recommends using the EMV Chip Reader/Magnetic Card Reader as it is secure and error-free. CharmHealth EHR does not store the card details but just stores a reference ID provided by the Bluefin gateway.

The Practice needs to have a Merchant Account with Bluefin.

Practice can request Bluefin from the 'CharmHealth EHR Addons > Bluefin Payment Gateway' section (or) contact support@charmhealth.com.

CharmHealth EHR will forward the request to the Bluefin team. The Bluefin team will contact the Practice for account setup and the card processing device. It will take 5-10 business days to activate the Bluefin account. Practice can contact service@bluefin.com regarding Bluefin activation-related queries. Once the Bluefin account is activated, Practice will receive Payconex credentials from them.

Sale transactions

The Sale transaction is the operation in which the Patient's card is charged for the services rendered.

From Patient Dashboard

Follow the steps below when the Patient is carrying a Credit/Debit card.

  1. Go to the Patient Dashboard. You can view the 'Balance Due' for the Patient by navigating to the 'Billing' section.
    Patient Balance Summary
  2. Click the 'Add Payment' option.
  3. Enter or verify the amount to be charged in the 'Payment Amount' field.
    Card Payment
  4. Choose the 'Payment Method' and enable the 'Use Payment Gateway' checkbox.
  5. To auto-select the 'Use Payment Gateway' option while adding payment, configure the setting under the 'Settings > Billing > Bluefin > Default Settings' section.
  6. Choose the 'Payment From' option and also select the 'Beneficiary' account to which the amount should be credited.
  7. The following settings can be configured as a default value under the 'Settings > Billing > Bluefin > Default Settings' section.
    • The Input Type for Bluefin payment can be set to default. This input type gets automatically selected when choosing Bluefin as a beneficiary account while adding or adjusting payments.
    • Choose to auto-select the 'Use Payment Gateway' option while adding payment.
    • While adding Payment, choose to keep the 'Store card details in Payment Gateway' option selected by default.

If you are using an EMV Chip Reader,

Please ensure that the EMV Chip Reader is turned on and connected to the same network to which the ECR Device got connected before proceeding.

  1. Choose the 'EMV Chip Reader' option as 'Input Type'. The devices associated with the chosen Beneficiary account will be shown.
  2. Choose the device to do the transaction.
  3. You can distribute the receipt amount to the Invoices using the 'Payment Applied' fields in each Invoice section.
  4. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility' etc., for each Invoice.
  5. Click the 'Add' button. A request will be sent to the 'Device' chosen.
  6. The device will show the amount to be charged and prompt for the card.
  7. You can insert the card in the chip reader slot or swipe the card.
  8. Upon swiping, the device will communicate with Bluefin and do the transaction.
  9. If the transaction is successful, and the 'Signature' is required, the 'Device' will show the 'Signature' field.
  10. Please ask the cardholder to sign in to the device using the 'Stylus' pen. Click the 'Accept' button after signing.
  11. Upon successful transaction, a Receipt for the transaction will be shown.

If you are using a Standard Magnetic Reader,

Please make sure the device is turned on and connected to the ECR Device before proceeding.

  1. Choose the 'Swipe' option as 'Input Type'. Make sure the cursor focus is on the 'Card Information' field. Swipe the card on the device.
  2. You can distribute the receipt amount to the Invoices using the 'Payment Applied' fields in each Invoice section.
  3. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility' etc., for each Invoice.
  4. Click the 'Add' button. A transaction will be initiated, and the card details will be sent to the payment gateway for processing.
  5. Upon successful transaction, a receipt for the transaction will be shown.

If you are using Key-In:

  1. Choose the 'Key-In' option as 'Input Type' Enter the card details.
  2. You can distribute the receipt amount to the Invoices using the 'Payment Applied' fields in each Invoice section.
  3. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility' etc., for each Invoice.
  4. Click the 'Add' button. A transaction will be initiated, and the card details will be sent to the payment gateway for processing.
  5. Upon successful transaction, a receipt for the transaction will be shown.

Sale transactions from Invoices

  1. Go to Billing > Invoices
  2. You can view Invoices of a particular Patient in the 'Patient Dashboard > Billing > Invoices' section.
  3. Click the 'More options' (...) icon against the Invoice and choose the 'Add Payment' option. You can also click the 'Add Payment' button in the Invoice Details view.
    Invoice Summary
  4. Enter or verify the amount to be charged in the 'Amount' field.
    Make Payment From Invoice
  5. Choose the 'Payment Method' and enable the 'Use Payment Gateway' checkbox.
  6. Choose the 'Payment From' option and select the 'Beneficiary' account to which the amount should be credited.
  7. To auto-populate the Patient address as Cardholder address, configure the setting under the 'Settings > Billing > Bluefin > Default Settings' section.
  8. The following settings can be configured as a default value under the 'Settings > Billing > Bluefin > Default Settings' section.
    • The Input Type for Bluefin payment can be set to default. This input type gets automatically selected when choosing Bluefin as a beneficiary account while adding or adjusting payments.
    • Choose to auto-select the 'Use Payment Gateway' option while adding payment.
    • While adding Payment, choose to keep the 'Store card details in Payment Gateway' option selected by default.

If you are using EMV Chip Reader:

Please make sure that the EMV Chip Reader is turned on and connected to the same network to which the ECR Device is connected before proceeding.

  1. Choose the 'EMV Chip Reader' option as 'Input Type'. The devices associated with the chosen beneficiary account will be shown.
  2. Choose the device to do the transaction.
  3. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility', etc., for each Invoice.
  4. Click the 'Add' button. A request will be sent to the 'Device' chosen.
  5. The Device will show the amount to be charged and prompt for the card.
  6. You can insert the card in the chip reader slot or swipe the card.
  7. Upon swiping, the device will communicate with Bluefin and do the transaction.
  8. If the transaction is successful, and the 'Signature' is required, the 'Device' will show the 'Signature' field.
  9. Please ask the cardholder to sign in to the device using the 'Stylus' pen. Click the 'Accept' button after signing.
  10. Upon successful transaction, a receipt for the transaction will be shown.

If you are using Standard Magnetic Reader:

Please make sure the device is turned on and connected to the ECR Device before proceeding.

  1. Choose the 'Swipe' option as 'Input Type'. Make sure the cursor focus is on the 'Card Information' field. Swipe the card on the device.
  2. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility', etc., for each Invoice.
  3. Click the 'Add' button. A transaction will be initiated, and the card details will be sent to the payment gateway for processing.
  4. Upon successful transaction, a receipt for the transaction will be shown.

If you are using Key-In:

  1. Choose the 'Key-In' option as 'Input Type'. Enter the card details.
  2. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility', etc., for each Invoice.
  3. Click the 'Add' button. A transaction will be initiated, and the card details will be sent to the payment gateway for processing.
  4. Upon successful transaction, a receipt for the transaction will be shown.

Sale transactions from Receipts:

  1. Go to 'Billing > Receipts' and click the '+ Payment' button. Search and select the Patient. All outstanding Invoices of the Patient get listed.
  2. Enter or verify the amount to be charged in the 'Receipt Amount' field.
    EMV Chip Reader
  3. Choose the 'Payment Method' and enable the 'Use Payment Gateway' checkbox.
  4. To store Card details in the Payment Gateway while adding payment, configure the setting under the 'Settings > Billing > Bluefin > Default Settings' section.
  5. The following settings can be configured as a default value under the 'Settings > Billing > Bluefin > Default Settings' section.
    • The Input Type for Bluefin payment can be set to default. This input type gets automatically selected when choosing Bluefin as a beneficiary account while adding or adjusting payments.
    • Choose to auto-select the 'Use Payment Gateway' option while adding payment.
    • While adding Payment, choose to keep the 'Store card details in Payment Gateway' option selected by default.

If you are using EMV Chip Reader:

Please make sure that the EMV Chip Reader is turned on and connected to the same network to which the ECR Device is connected before proceeding.

  1. Choose the 'EMV Chip Reader' option as 'Input Type'. The Device associated with the chosen beneficiary account will be shown.
  2. Choose the device to do the transaction.
  3. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility' etc., for each Invoice.
  4. Click the 'Add' button. A request will be sent to the 'Device' chosen.
  5. The Device will show the amount to be charged and prompt for the card.
  6. You can insert the card in the chip reader slot or swipe the card.
  7. Upon swiping, the device will communicate with Bluefin and do the transaction.
  8. If the transaction is successful, and the 'Signature' is required, the 'Device' will show the 'Signature' field.
  9. Please ask the cardholder to sign in to the device using the 'Stylus' pen. Click the 'Accept' button after signing.
  10. Upon successful transaction, a receipt for the transaction will be shown.

If you are using Standard Magnetic Reader:

Please make sure the device is turned on and connected to the ECR Device before proceeding.

  1. Choose the 'Swipe' option as 'Input Type'. Make sure the cursor focus is on the 'Card Information' field. Swipe the card on the device.
  2. You can distribute the receipt amount to the Invoices using the 'Payment Applied' fields in each Invoice section.
  3. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility' etc., for each Invoice.
  4. Click the 'Add' button. A transaction will be initiated and the card details will be sent to the payment gateway for processing.
  5. Upon successful transaction, a receipt for the transaction will be shown.

If you are using Key-In:

  1. Choose the 'Key-In' option as 'Input Type'. Enter the card details.
  2. You can distribute the receipt amount to the Invoices using the 'Payment Applied' fields in each Invoice section.
  3. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility' etc., for each Invoice.
  4. Click the 'Add' button. A transaction will be initiated and the card details will be sent to the payment gateway for processing.
  5. Upon successful transaction, a receipt for the transaction will be shown.

Sale transactions from EOBs

The Practice can post the payments from an EOB, by following the steps given below.

  1. Go to the 'Billing > EOBs' section.
  2. Click the '+EOB Details' button.
    Add EOB Details Option
  3. Enter the EOB amount, Check/EFT Date, Check/EFT#, Payer Name, Beneficiary, Input Type, and Card details.
  4. Use the 'Search & Select Invoice for Posting Payment' option and enter the Patient's name or Record ID. This lists all the outstanding Invoices of the Patient.
  5. Click the 'Select' button to post payments for the respective Invoice/Claim. You can also search the Invoices using 'Payer Name or ID'.
  6. Choose the Payment Method. If the BlueFin Gateway is enabled for your Practice, check the 'Use Payment Gateway' option.
    Add EOB Details
  7. The following settings can be configured as a default value under the 'Settings > Billing > Bluefin > Default Settings' section.
    • The Input Type for Bluefin payment can be set to default. This input type gets automatically selected when choosing Bluefin as a beneficiary account while adding or adjusting payments.
    • Choose to auto-select the 'Use Payment Gateway' option while adding payment.
    • While adding Payment, choose to keep the 'Store card details in Payment Gateway' option selected by default.

If you are using EMV Chip Reader:

Please make sure that the EMV Chip Reader is turned on and connected to the same network to which the ECR Device is connected before proceeding.

  1. Choose the 'EMV Chip Reader' option as 'Input Type'. The Device associated with the chosen beneficiary account will be shown.
  2. Choose the device to do the transaction.
  3. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility' etc., for each Invoice.
  4. Click the 'Add' button. A request will be sent to the 'Device' chosen.
  5. The Device will show the amount to be charged and prompt for the card.
  6. You can insert the card in the chip reader slot or swipe the card.
  7. Upon swiping, the device will communicate with Bluefin and do the transaction.
  8. If the transaction is successful, and the 'Signature' is required, the 'Device' will show the 'Signature' field.
  9. Please ask the cardholder to sign in to the device using the 'Stylus' pen. Click the 'Accept' button after signing.
  10. Upon successful transaction, a receipt for the transaction will be shown.

If you are using Standard Magnetic Reader:

Please make sure the device is turned on and connected to the ECR Device before proceeding.

  1. Choose the 'Swipe' option as 'Input Type'. Make sure the cursor focus is on the 'Card Information' field. Swipe the card on the device.
  2. You can distribute the receipt amount to the Invoices using the 'Payment Applied' fields in each Invoice section.
  3. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility' etc., for each Invoice.
  4. Click the 'Add' button. A transaction will be initiated and the card details will be sent to the payment gateway for processing.
  5. Upon successful transaction, a receipt for the transaction will be shown.

If you are using Key-In:

  1. Choose the 'Key-In' option as 'Input Type'. Enter the card details.
  2. You can distribute the receipt amount to the Invoices using the 'Payment Applied' fields in each Invoice section.
  3. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility' etc., for each Invoice.
  4. Click the 'Add' button. A transaction will be initiated and the card details will be sent to the payment gateway for processing.
  5. Upon successful transaction, a receipt for the transaction will be shown.

Sale transactions from Patient Statements

Payment can be added to the Patient Statements under the 'Billing > Patient Statements' section by following the steps given below.

  1. Select the Statement from the list to view the Patient Balance Due. This can also be viewed under the 'Patient Dashboard > Billing > Balance Due' section.
  2. Search and select the Invoices to add payment.
  3. Click the 'Add Payment' button.
    Sale Transactions from Patient Statements
  4. Enter the Payment Amount and Payment Method. If the BlueFin Gateway is enabled for your Practice, check the 'Use Payment Gateway' option.
  5. You can also manually enter the amount in the 'Payment Applied' field of each Invoice. Enable the 'Show Invoices with Due and Patient Responsibility' option to show the Invoices with due and PR.
  6. Click the 'Add' button to add payment to the Statement.
    Sale Transactions from Patient Statements
  7. The following settings can be configured as a default value under the 'Settings > Billing > Bluefin > Default Settings' section.
    • The Input Type for Bluefin payment can be set to default. This input type gets automatically selected when choosing Bluefin as a beneficiary account while adding or adjusting payments.
    • Choose to auto-select the 'Use Payment Gateway' option while adding payment.
    • While adding Payment, choose to keep the 'Store card details in Payment Gateway' option selected by default.

If you are using EMV Chip Reader:

Please make sure that the EMV Chip Reader is turned on and connected to the same network to which the ECR Device is connected before proceeding.

  1. Choose the 'EMV Chip Reader' option as 'Input Type'. The Device associated with the chosen beneficiary account will be shown.
  2. Choose the device to do the transaction.
  3. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility' etc., for each Invoice.
  4. Click the 'Add' button. A request will be sent to the 'Device' chosen.
  5. The Device will show the amount to be charged and prompt for the card.
  6. You can insert the card in the chip reader slot or swipe the card.
  7. Upon swiping, the device will communicate with Bluefin and do the transaction.
  8. If the transaction is successful, and the 'Signature' is required, the 'Device' will show the 'Signature' field.
  9. Please ask the cardholder to sign in to the device using the 'Stylus' pen. Click the 'Accept' button after signing.
  10. Upon successful transaction, a receipt for the transaction will be shown.

If you are using Standard Magnetic Reader:

Please make sure the device is turned on and connected to the ECR Device before proceeding.

  1. Choose the 'Swipe' option as 'Input Type'. Make sure the cursor focus is on the 'Card Information' field. Swipe the card on the device.
  2. You can distribute the receipt amount to the Invoices using the 'Payment Applied' fields in each Invoice section.
  3. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility' etc., for each Invoice.
  4. Click the 'Add' button. A transaction will be initiated and the card details will be sent to the payment gateway for processing.
  5. Upon successful transaction, a receipt for the transaction will be shown.

If you are using Key-In:

  1. Choose the 'Key-In' option as 'Input Type'. Enter the card details.
  2. You can distribute the receipt amount to the Invoices using the 'Payment Applied' fields in each Invoice section.
  3. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility' etc., for each Invoice.
  4. Click the 'Add' button. A transaction will be initiated and the card details will be sent to the payment gateway for processing.
  5. Upon successful transaction, a receipt for the transaction will be shown.

Sale transactions from Calendar

The Practice has the option to add payment while creating an Appointment from the 'Calendar' section without automatically generating an Invoice. This feature provides flexibility and allows for convenient payment handling during the appointment scheduling workflow. To add payment, follow the steps given below.

  1. Go to the Calendar List View.
    Sale Transactions from Calendar
  2. Click the 'Pay' option to add the payment.
  3. Enter the Payment Amount and Payment Method. If the Bluefin is enabled for your Practice, choose the 'Use Payment Gateway' option.
  4. Choose the Beneficiary account and Input Type.
    Sale Transactions from Calendar
  5. Charge Card on File:
    1. If the Patient has a stored card on file, enable the 'Charge Card on File' option. This allows the Practice to charge the Patients for their scheduled appointments using the stored card information. The Practice can charge either a copay, visit charge or some fixed amount for an appointment.
  6. Send Payment Link:
    1. Practice can also send the Payment Link to the Patient's Cell Number and Email by clicking the 'Card' icon next to the 'Pay' link.

    Sale Transactions from Calendar
    Sale Transactions from Calendar
    1. The Practice can collect either copay or visit charge or some fixed amount for an appointment.
    2. Also, the Practice can configure the SMS/Text Content and Email content used to send the payment link.
    3. The Patient can make the payment by clicking on the link.
    4. You can configure the default values under the 'Settings > Billing > Send Payment Link' section.

    Sale Transactions from Calendar
  7. The following settings can be configured as a default value under the 'Settings > Billing > Bluefin > Default Settings' section.
    • The Input Type for Bluefin payment can be set to default. This input type gets automatically selected when choosing Bluefin as a beneficiary account while adding or adjusting payments.
    • Choose to auto-select the 'Use Payment Gateway' option while adding payment.
    • While adding Payment, choose to keep the 'Store card details in Payment Gateway' option selected by default.

Card On File - Options

Steps to Store Card on File

Using the Store Card on File functionality, the Provider can register a Patient's credit card with the Payment Gateway and charge the card on file in the future for the services rendered. To store the card on file for a Patient, follow the steps given below.

Note: We do not store card details on our servers. Card details will be registered with the Payment Gateway, and a token for the transaction will be returned. Using this token, future transactions will be done.

  1. Go to the 'Patient Dashboard' and click the 'Card Icon' on the right pane.
    Card On File Options
  2. A slider will be shown with the existing Card on File for the Patient.
  3. Click the 'Add Icon' inside the slider. A pop-up will be shown.
  4. By default, 'Input Type' will be chosen as the 'Swipe Card' option. If you need to enter the card details manually change them to the 'Key-In' option.
  5. Choose the 'Merchant Account' to which the card should be registered.
  6. If you are going to swipe the card, before swiping, set the cursor to focus on the 'Card Information' field.
    Save Card Information
  7. Click the 'Store' button. A transaction will be initiated and the card details will be sent to the Payment Gateway for processing.

You need to register the card with each Merchant Account individually. The Card on File registered with one Merchant Account cannot be used with another Merchant Account.

Steps to charge stored 'Card On File'

Using the Charge a Card on File functionality, the Provider can charge a Patient's card on file registered with the Payment Gateway for the services rendered. Follow the steps given below to charge a card on file.

From the Invoice Payment View:

  1. Go to 'Billing' > 'Invoices'
  2. You can view the Invoices of a particular Patient inside the 'Patient Dashboard > Billing > Invoices' section.
  3. Click the 'More options' (...) icon against the Invoice and choose the 'Add Payment' option. You can also invoke the same view by clicking the 'Add Payment' button from the 'Payments' menu in the Invoice Details view.
  4. Enter or verify the amount to be charged in the 'Amount' field.
  5. Choose the 'Payment Method' and enable the 'Use Payment Gateway' checkbox.
  6. Choose the 'Payment From' option and select the 'Beneficiary' account to which the amount should be credited.
  7. Upon choosing the 'Beneficiary' account, the 'Charge Card on File' option will be shown if there is at least one 'Card on File' associated with the Merchant account for the Patient.
    Charge Card On File
  8. Choose the Card on File to be charged from the drop-down menu.
  9. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility', etc.
  10. Click the 'Add' button. A transaction will be initiated and the Card on File will be charged.
  11. Upon successful transaction, the Receipt for the transaction will be shown in the 'Receipts' section.

From the Add Payment View:

  1. Go to the 'Billing' > 'Receipts' section and click the '+ Payment' button. Search and select the Patient, if needed. Invoices with due get listed.
  2. Enter or verify the amount to be charged in the 'Receipt Amount' field.
  3. Choose the 'Payment Method' and enable the 'Use Payment Gateway' checkbox.
  4. Choose the 'Payment From' option and select the 'Beneficiary' account to which the amount should be credited.
  5. Upon choosing the 'Beneficiary' account, the 'Charge Card on File' option will be shown if there is at least one 'Card on File' associated with the Merchant account for the Patient.
    Charge Card On File
  6. Choose the Card on File to be charged from the drop-down menu.
  7. You can distribute the receipt amount to the Invoices using the 'Payment Applied' fields in each Invoice section.
  8. Fill in other details like 'Adjustments', 'Write Off', 'Patient Responsibility', etc.
  9. Click the 'Add' button. A transaction will be initiated and the Card on File will be charged.
  10. Upon successful transaction, the Receipt for the transaction will be shown in the 'Receipts' section.

There may be some delay in generating the receipt for successful transactions.

Delete Card on File

Using the Delete Card on File functionality, the Provider can delete a Patient's credit card in CharmHealth.

  1. Go to 'Patient's Dashboard' and click the 'Card Icon' on the top right.
  2. A slider will be shown with the existing Card on File for the Patient.
  3. Click the 'Trash Icon' inside the card.
    Delete Card On File
  4. Upon confirmation, the 'Card on File' reference gets deleted from CharmHealth.

Deleting a card on file will not delete the card on file in the Payment Gateway. This will only delete the reference in CharmHealth.

Also, deleting a card on file will not stop the recurring payments associated with it. You have to manually cancel all the recurring payments associated with this card on file.

Save Card on File from PHR

Practices can store the Patient's saved card on File when they make the payments for Invoices from PHR. This option can be enabled under the 'Settings > Billing > Bluefin > Default Settings' section.
Save Card on File from PHR

If the option 'Yes' is chosen for the above-mentioned setting, the Patient's card used for making the payment from PHR will be securely stored on file. Additionally, the Patient's card on file gets listed and can be used for future payments.

Patients can store their cards on file in PHR. To know more about this, click this link.

Also, the Practice can allow the Patients to delete their saved Card on File from PHR by enabling the setting mentioned in the screenshot above.

Refund an Unused Payment:

Using the refund option, the Provider can refund the unused payment to the Patient either partially or fully on the Sale transactions done using Bluefin Payment Gateway Integration.

Please note that this refund option will be shown only when the receipt has any unused payment.

You need to clear the amount applied to the Invoices using the 'Edit & Apply Payment' option.

Refund through Payment Gateway

  1. Go to 'Billing' > 'Receipts'. Click the 'More Options' (...) icon and select the 'Payment Refund' option.
  2. Select the 'Refund through Payment Gateway' option. On choosing this option, the refund will be given to the Patient's card through Payment Gateway, and the refund entry will be added to CharmHealth.
  3. Choose the 'Payment Method' option.
  4. Select the 'Refund To' option and adjust the 'Refund Amount'. Please note that the 'Refund Amount' should not exceed the 'Receipt Unused' amount.
    Refund an Unused Payment
  5. Enter the 'Comments', if needed.
  6. Click the 'Payment Refund' button. A transaction will be initiated, and the amount will be credited to the card.
  7. Upon successful transaction, the receipt will be updated with the refund details.

Note: If the refund transaction is done on the same date as the Sale transactions, the Sale transactions will be adjusted (voided, or the amount deducted will be changed) based on the refund amount. Hence, the refund transactions will not be shown in the bank statement.

Record the Refund in CharmHealth

To record the refund given in the Payment Gateway console in CharmHealth, follow the steps given below.

  1. Go to 'Billing' > 'Receipts'. Click the 'More Options' (...) icon and select the 'Payment Refund' option.
  2. Select the 'Refund given in the Payment Gateway Console. Add refund entry in CharmHealth' option. On selecting this option, only the refund entry will be recorded in CharmHealth, and no actual refund will be given to the Patient's card.
  3. Choose the 'Payment Method' option.
  4. Select the 'Refund To' option and adjust the 'Refund Amount'. Please note that the 'Refund Amount' should not exceed the 'Receipt Unused' amount.
  5. Enter the 'Comments', if needed.
  6. Click the 'Payment Refund' button. No actual refund will be initiated. Only the refund entry will get added to CharmHealth.

Usage of 'Search Options' for Bluefin

In the 'Invoices' section:

  1. Navigate to 'Billing > Invoices'
  2. Select the 'Patient has Card on File' option under 'Search Options 1'.
    Patient has Card on File Option
  3. The Patients with Cards on File get listed. You can further refine your search by using the following options viz., Invoice with Due, Invoice with Due & PR, Invoice with Due & Patient has no Card on File, and Invoice with Due, PR & Patient has no Card on File.

In the 'Receipts' section:

  1. Navigate to 'Billing > Receipts'
  2. To view the Bluefin payment receipts, navigate to 'Receipt Search Options > Is Bluefin Payment' and select the option 'Yes'.
    Is Bluefin Payment Option Receipts
  3. The 'Card' icon helps the Practice to identify the Receipts that are added through the payment gateway.

In the 'EOBs' section:

Practice can view the EOBs for which the payment was made through the Payment Gateway.

  1. Navigate to 'Billing > EOBs'
  2. To view the Bluefin payment EOBs, navigate to 'EOBs Search Options > Is Bluefin Payment' and select the option 'Yes'
    Is Bluefin Payment Option EOBs

The 'Card' icon helps the Practice to identify the Receipts that are added through the payment gateway.

Reconciling Bluefin Transactions and Receipts in Charm

Reconciling Bluefin Transactions and Receipts in Charm includes aligning financial data from Bluefin Payment Gateway with corresponding records in the EHR. The process involves cross-referencing the transaction details, such as payment amount and dates, with the corresponding Patient records and services in the CharmHealth EHR to ensure that the payment matches the services rendered and recorded in the system.

The procedures to reconcile Bluefin transactions and Receipts can be done in the effective ways as mentioned below.

a)Reconciling Daily

  1. Charm - Get all payment gateway transactions using the 'Receipts & Refund Report'
  2. Bluefin - Get actual transactions summary from the 'Daily Payment Type Report'
  3. Compare Payments, Refunds, and Net Collection in both reports.

b)Reconciling Weekly, Monthly, or by any Date Range

  • Charm - Get all payment gateway transactions using the 'Receipts & Refund Report'
  • Bluefin - Get actual transactions from the 'Transaction History Report'
  • Compare Payments, Refunds, and Transactions in both reports

Note: The reconciliation works perfectly when the Practice timezone in Charm aligns with the timezone settings in Bluefin's Payconex.

a) Reconciling Daily

Step 1 - Log in to CharmHealth EHR.

  1. Navigate to Billing > Reports > Receipts & Refund Report
  2. Select 'Show Details by' as 'Payment/Refund Date'. Choose the Payment Date Range as 'Yesterday'
  3. Select 'Is From Payment Gateway' as 'Yes'
  4. On applying the filter, the report shows the payments collected and refunds from the previous day. Make a note of the following.
    1. Total Payment Amount
    2. Total Refund Amount
    3. Net Collection

Reconcilation

Step 2 - Log in to Bluefin PayConex account https://secure.payconex.net/

  1. Navigate to PayConex > Reports > Daily Payment Type Report
  2. Select 'Yesterday' from the drop-down menu.
  3. On applying the filter, the report shows a summary of the transactions from the previous day. Compare the following.
    1. Charm's Total Payment with Bluefin's Sales/Captures.
    2. Charm's Total Refund with Bluefin's Refunds.
    3. Charm's Net Collection with Bluefin's Net Credit Card Activity.

Reconcilation

b) Reconciling Weekly, Monthly, or by any Date Range

Step 1 - Log in to CharmHealth EHR.

  1. Navigate to Billing > Reports > Receipts & Refund Report
  2. Select 'Show Details by' as 'Payment/Refund Date'. Choose the 'Payment Date Range' as 'Previous Month'.
  3. Select 'Is From Payment Gateway' as 'Yes'.
  4. On applying the filter, the report shows payments collected and refunds of the Previous Month. Make a note of the Net Collection.
  5. The 'Payment Comments' and 'Refund Reference' columns will have Bluefin Transaction ID for individual comparison.
    Reconcilation

Step 2 - Log in to Bluefin PayConex account https://secure.payconex.net/

  1. Navigate to PayConex > Reports > Transaction History > Search
  2. Choose the Start Date and End Date Range for the previous month.
  3. Select the Transaction Type as 'Sale' and 'Refund'.
    Reconcilation
  4. On applying the filter, the report will show the actual Sale and Refund transactions made in Bluefin for the previous month.
    1. Download the CSV file and open it in a spreadsheet.
    2. You can select the rows and create a table (ctrl+t in Microsoft excel) (or) apply SUM(TRANSACTION_AMOUNT)
    3. The summation will give the total collection in Bluefin. Compare it with the Charm's Net Collection.
    4. You can further check the Charm's Total Payment by applying the filter TRANSACTION_TYPE as 'SALE' in the spreadsheet.
    5. You can further check the Charm's Total Refund by applying the filter in TRANSACTION_TYPE as 'REFUND' in the spreadsheet.
      Reconcilation

Reconciling Bluefin Transactions with the Bank Settlement

Reconciling Bluefin transactions with the Bank statement involves comparing the transaction records provided by Bluefin with the Practice's Bank statements.

The 'Batch Settlement Report' displays the actual settlement that occurred from Bluefin to your bank on a specific date. The cut-off time for batch settlement is 23:00 CST, regardless of the user's time zone. The transactions occurring after this time will be settled on the following day.

Step 1 - Get the Bank Statement for a date. For example, choose 'Yesterday'

Step 2 - Log in to Bluefin PayConex account https://secure.payconex.net/

  1. Navigate to PayConex > Reports > Card Batch Report
  2. Compare the BATCH NET amount with the Bank Statement.
  3. To know the details of the settled amount, please click on the BATCH ID.
    Reconcilation