Resource Center

Billing

Bluefin Payment Gateway

ChARM EHR is integrated with Bluefin Payment gateway so that practices can charge their patients from within the application, making the process efficient and reduce patient waiting time. This document describes the Patient Billing Process in ChARM EHR using credit or debit card. Biller or the front office staff designated to collect payments, are the expected users of this functionality.

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

Please contact support@charmhealth.com to get your Gateway Account.

Payment Gateway Transactions

ChARM EHR is integrated with Bluefin Payment gateway, which supports medical billing. The practice has to have a Merchant Account with Bluefin.

Supported transactions are:

Sale Transaction:

Sale transaction is the operation in which one where the patent's card is charged for the services rendered.

From Patient Dashboard:

Steps to charge a patient debit/credit card when card is on hand.

  1. Go to Patient Dashboard by selecting the patient. Here one can view "Balance Due" for this patient.
  2. Click on "Make Payment" link.Patient Balance Summary
  3. Enter or verify the amount to be charged in ‘Receipt Amount’.
  4. Choose ‘Payment Gateway’ as ‘Payment Method’.
  5. Choose the ‘Payment From’ and the ‘Beneficiary’ account to which the amount should be credited.Card Payment

If you are using EMV Chip Reader:

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

  1. Choose ‘EMV Chip Reader’ as ‘Input Type’. Now ‘Devices’ associated with chosen beneficiary account will be shown.
  2. Choose the device in which you want 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’ and ‘Patient Responsibility’ etc., for each invoices if needed.
  5. Click ‘Add’. A request will be sent to the ‘Device’ chosen.
  6. 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 success and ‘Signature’ is required, ‘Device’ will show the ‘Signature field’.
  10. Please ask the card holder to sign in the device using the ‘Stylus’. Click ‘Accept’ after signing.
  11. Upon successful transaction 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 ‘Swipe’ 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’ and ‘Patient Responsibility’ etc., for each invoices if needed.
  4. Click ‘Add’. A transaction will be initiated and the card details will be sent to payment gateway for processing.
  5. Upon successful transaction receipt for the transaction will be shown.

If you are using Key-In:

  1. Choose ‘Key-In’ 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’ and ‘Patient Responsibility’ etc., for each invoices if needed.
  4. Click ‘Add’. A transaction will be initiated and the card details will be sent to payment gateway for processing.
  5. Upon successful transaction receipt for the transaction will be shown.

Sale transaction from Invoices:

  1. Goto ‘Billing’ ⟩ ‘Invoices’ section.
  2. You can view invoices of a particular patient inside ‘Patient Dashboard’ ⟩ ‘Billing’ ⟩ ‘Invoices’ section.
  3. Click on the ‘Action’ menu against the invoice and choose ‘Add Payment / Write-off’.
  4. A dialog will be shown. Alternatively, you can invoke the same view by clicking ‘Add Payment / Write-off’ from ‘Payments’ menu in Invoice Details view.
  5. Enter or verify the amount to be charged in ‘Amount’ field.
  6. By default ‘Payment Gateway’ will be selected as ‘Payment Method’, if not, please change it to ‘Payment Gateway’.
    Invoice Summary
  7. Choose ‘Payment From’ and ‘Beneficiary’ account to which the amount should be credited.
    Make Payment From Invoice

If you are using EMV Chip Reader:

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

  1. Choose ‘EMV Chip Reader’ as ‘Input Type’. Now ‘Devices’ associated with this beneficiary account will be shown.
  2. Choose the device in which you want to do the transaction.
  3. Fill in ‘Adjustments’, ‘Patient Responsibility’ and ‘Write Off’ if needed.
  4. Click ‘Add’. A request will be sent to the ‘Device’ chosen.
  5. 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 success and ‘Signature’ is required, ‘Device’ will show the ‘Signature field’.
  9. Please ask the card holder to sign in the device using the ‘Stylus’. Click ‘Accept’ after signing.
  10. Upon successful transaction, tab will be switched to receipts section and the 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 ‘Swipe’ as ‘Input Type’. Make sure the cursor focus is on the ‘Card Information’ field. Swipe the card on the device.
  2. Fill in ‘Adjustments’, ‘Patient Responsibility’ and ‘Write Off’ if needed.
  3. Click ‘Add’. A transaction will be initiated and the card details will be sent to payment gateway for processing.
  4. Upon successful transaction, tab will be switched to receipts section and the receipt for the transaction will be shown.

If you are using Key-In:

  1. Choose ‘Key-In’ as ‘Input Type’. Enter the card details.
  2. Fill in ‘Adjustments’, ‘Patient Responsibility’ and ‘Write Off’ if needed.
  3. Click ‘Add’. A transaction will be initiated and the card details will be sent to payment gateway for processing.
  4. Upon successful transaction, tab will be switched to receipts section and the receipt for the transaction will be shown.

Sale transaction from Receipts:

  1. Goto ‘Billing’ ⟩ ‘Receipts’ section and click ‘Add Payment’. Search and select the patient if needed. Invoices of the patient which were due will be shown at the bottom.
  2. Enter or verify the amount to be charged in ‘Receipt Amount’.
  3. Choose ‘Payment Gateway’ as ‘Payment Method’.
  4. Choose the ‘Payment From’ and the ‘Beneficiary’ account to which the amount should be credited.Card Payment

If you are using EMV Chip Reader:

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

  1. Choose ‘EMV Chip Reader’ as ‘Input Type’. Now ‘Devices’ associated with chosen beneficiary account will be shown.
  2. Choose the device in which you want 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’ and ‘Patient Responsibility’ etc., for each invoices if needed.
  5. Click ‘Add’. A request will be sent to the ‘Device’ chosen.
  6. 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 success and ‘Signature’ is required, ‘Device’ will show the ‘Signature field’.
  10. Please ask the card holder to sign in the device using the ‘Stylus’. Click ‘Accept’ after signing.
  11. Upon successful transaction 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 ‘Swipe’ 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’ and ‘Patient Responsibility’ etc., for each invoices if needed.
  4. Click ‘Add’. A transaction will be initiated and the card details will be sent to payment gateway for processing.
  5. Upon successful transaction receipt for the transaction will be shown.

If you are using Key-In:

  1. Choose ‘Key-In’ 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’ and ‘Patient Responsibility’ etc., for each invoices if needed.
  4. Click ‘Add’. A transaction will be initiated and the card details will be sent to payment gateway for processing.
  5. Upon successful transaction receipt for the transaction will be shown.

Store Card On File:

Using the Store Card on File functionality provider can register a patient’s or caregiver’s credit card with the payment gateway and charge the card on file in future for the services rendered. Follow the steps given below to store card on file for a patient.

Note: We do not store card details on our servers. Card details will be registered with payment gateway and a token for the translation will be returned. Using this token future translations will be done.

  1. Goto ‘Patient Dashboard’. Click on the ‘Card Icon’ on the top right.
  2. A slider will be shown with the existing card on file for the patient.
  3. Click ‘Add Icon’ inside the slider. A pop-up will be shown.
  4. By default ‘Input Type’ will be chosen as ‘Swipe’. If you want to enter the card details manually change it to ‘Key-In’.
  5. Choose the ‘Merchant Accounts’ to which card should be registered.
  6. If you are going to swipe the card, before swiping set the focus on ‘Card Information’ field by clicking inside the input filed.
  7. Click ‘Store’. A transaction will be initiated and the card details will be sent to Payment Gateway for processing.

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

Charge a Card on File:

Using the Charge a Card on File functionality provider can charge a patient’s or caregiver’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 Invoice Payment View :

  1. Goto ‘Billing’ ⟩ ‘Invoices’ section.
  2. You can view invoices of a particular patient inside ‘Patient Dashboard’ ⟩ ‘Billing’ ⟩ ‘Invoices’ section.
  3. Click on the ‘Action’ menu against the invoice and choose ‘Add Payment / Write-off’.
  4. A dialog will be shown. Alternatively, you can invoke the same view by clicking ‘Add Payment / Write-off’ from ‘Payments’ menu in Invoice Details view.
  5. Enter or verify the amount to be charged in ‘Amount’ field.
  6. By default ‘Payment Gateway’ will be selected as ‘Payment Method’, if not, please change it to ‘Payment Gateway’.
  7. Choose ‘Payment From’ and ‘Beneficiary’ account to which the amount should be credited.
  8. Upon choosing ‘Beneficiary’, ’Charge Card on File’ option will be shown if there is at least one ‘Card on File’ associated with this merchant account for this patient.
  9. Choose the ‘Charge Card on File’. A drop down with the Card on Files will be shown. Choose the ‘Card on File to be charged’.
  10. Fill in other details like ‘Adjustments’, ‘Write Off’ and ‘Patient Responsibility’ if needed.
  11. Click ‘Add’. A transaction will be initiated and the card on file will be charged.
  12. Upon successful transaction, tab will be switched to receipts section and the receipt for the transaction will be shown.

From Add Payment view:

  1. Goto ‘Billing’ ⟩ ‘Receipts’ section and click ‘Add Payment’. Search and select the patient if needed. Invoices of the patient which were due will be shown at the bottom.
  2. Enter or verify the amount to be charged in ‘Receipt Amount’.
  3. Choose ‘Payment Gateway’ as ‘Payment Method’.
  4. Choose the ‘Payment From’ and the ‘Beneficiary’ account to which the amount should be credited.
  5. Upon choosing ‘Beneficiary’, ’Charge Card on File’ option will be shown if there is at least one ‘Card on File’ associated with this merchant account for this patient.
  6. Choose the ‘Charge Card on File’. A drop down with the Card on Files will be shown. Choose the ‘Card on File to be charged’.
  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’ and ‘Patient Responsibility’ etc., for each invoices if needed.
  9. Click ‘Add’. A transaction will be initiated and the card on file will be charged.
  10. Upon successful transaction, tab will be switched to receipts section and the receipt for the transaction will be shown.

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

Delete Card on File:

Using the Delete Card on File functionality provider can delete a patient’s or caregiver’s credit card in ChARM.

  1. Goto ‘Patient’s Dashboard’. Click on the ‘Card Icon’ on the top right.
  2. A slider will be shown with the existing card on file for the patient.
  3. Click ‘Trash Icon’ inside the card. A confirm message will be shown.
  4. Once accepted ‘Card on File’ reference will be deleted from ChARM.

Deleting a card on file will not delete the card on file in Payment Gateway. This will just delete the reference in ChARM.
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.

Refund an unused payment:

Using the refund option provider can refund the unused payment to the patient either partially or fully on the Sale Transactions done using our Bluefin Payment Gateway Integration.

Please note that this refund option will be shown only when there receipt has any unused payment.
You need to clear the amount applied to the invoices using the ‘Edit & Apply Payment’ option. Please check the following link to know more details on Edit Payment.

Procedure to Refund:

  1. Goto ‘Billing’ ⟩ ‘Receipts’. Click on the ‘More Options’ (...) icon and select ‘Payment Refund’.
  2. Choose ‘Payment Gateway’ as ‘Payment Method’.
  3. Choose ‘Refund To’ and adjust ‘Refund Amount’. Please note that the ‘Refund Amount’ should not exceed ‘Receipt Unused’ amount.
  4. Enter the ‘Comments’ if needed.
  5. Click ‘Payment Refund’. A transaction will be initiated. The amount will be credited to the card.
  6. Upon successful transaction receipt will be updated with refund details.

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

Recurring Payments

ChARM EHR now allows you to charge a patient's credit card periodically. Our Recurring Payments module will make periodic collections seamless and efficient.

Supported functionalities include

Add Recurring Payments

Using Add Recurring Payments functionality, provider can create a recurring schedule for charging a card periodically. Steps for adding a recurring payments.

  1. Go to Billing > Recurring Payments > Add Recurring Payments.Add Recurring Payments
  2. Recurring Payments dialog will be shown. Search and select the patient for whom recurring payments needs to be added. Select Beneficiary
  3. Click on Recurring Payments, choose Recurring Schedule.
  4. Enter the card details (You can swipe the card or key-in the card details). Click on Charge Card On File, if you want to charge the card on file.
  5. Enter number of times to be charged in Recurring Count. Leave Recurring Count empty if you want to charge the card without stop.
  6. Select the Start Date from which card to be charged.
  7. Click Add. Recurring Payments will be added. You can view the details by clicking on the list.
    Add Recurring Payments

Note : If recurring payments is created for new card, it will be enrolled with Bluefin. Page will be redirected to Bluefin. Upon successful enrollment recurring payments will be created.
Card will be charged for the amount as per schedule. Receipts for the payments will be created If the Clear invoices automatically is chosen, amount will be applied to the invoices.

Edit Recurring Payments

Using this option provider can edit the recurring amount, change the recurring schedule, increase the recurring count.

  1. Go to Billing > Recurring Payments. Click on the action icon on the right side of the Recurring Payments, click Edit.Edit Recurring Payments
  2. Edit dialog will be shown. Adjust the values. Click Update.Edit Recurring Payments

Cancel Recurring Payments

Using this option provider can stop the recurring payments.

  1. Go to Billing > Recurring Payments. Click on the action icon on the right side of the Recurring Payments, click Cancel.Cancel Recurring Payments
  2. A warning message will be shown, click OK.

Note : More than one recurring payments can be added for a patient. Multiple recurring payments can be added using the same card on file.