Quick Start Guide for UnifiedPay

This article applies to clinics approved for UnifiedPay. If your clinic doesn’t have UnifiedPay, click here to learn more.

 

Welcome to UnifiedPay, your all-in-one solution for streamlining payments and protecting clinic revenue. This guide will help you get started quickly with UnifiedPay’s key features, including taking payments, setting up policies, and using advanced tools.

 

Jump to:

1) How to Receive a Payment | (Show me how!)

2) How to send a payment invoice to a Patient by Email or SMS | (Show me how!)

3) How to set a Cancellation Window (Card Capture for Policy Enforcement) (Show me how!)

4) How to Enforce/Waive your Cancellation Fee | (Show me how!)

5) How to refund a Cancellation Fee

6) How to add a Card on File

7) How to remove a Card on File

8) How to Access the Payments Dashboard

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1) How to Receive a Payment (Show me how!)

• Navigate to the Patient File > Appointments and select the appropriate Date of Service.

• Review the invoice to confirm the applicable service and/or product charges have been added to generate a balance. Then click Receive Payment. 

   

• Review the payment details:

  • Payer Type: Select Patient.
  • Amount: Confirm the payment amount.
  • Payment Method: Select Credit/Debit Card.

• Choose how to process the card:
  • Key In – Manually enter the patient's card information.
  • Card on File – Select a previously saved card.
  • Send to [Terminal Name] – Send the payment to a connected terminal, if applicable.
  • Swipe – Swipe the patient's card using a compatible card reader, if applicable.

• Complete the payment and click Apply to This Visit. 

• Allocate the payment to the applicable service and/or produce charges. Click Save. 

• Confirm the payment appears under Patient Paid.

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2) How to send a payment invoice to a Patient by Email or SMS (Show me how!)

• Navigate to Patient File > Appointments > Date of Service > Billing Info
• This will bring you to the Billing Info page.
• Confirm there is a Balance Due.
• Click Send Payment Link and select Email, SMS, or Both, depending on the patient's contact information.
• The patient will receive a secure link to complete their payment.
• Once the payment is successfully completed, it will automatically be applied to the services and products for that date of service.

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3) How to set a Cancellation Window (Card Capture for Policy Enforcement) (Show me how!)

For complete step-by-step instructions and screenshots: [How Do I Set Up Card Capture for Policy Enforcement?]

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4) How to Enforce/Waive your Cancellation Fee (Show me how!)

For complete step-by-step instructions and screenshots: [How to Enforce your Policy] [How to Waive your Cancellation Fee] 

1. From the Calendar, select the appointment and click Cancel Appointment.
2. Enter the cancellation details and click Cancel Appointment to continue.
3. If the appointment is canceled within your Cancellation Window, you will be prompted to enforce the full fee, enforce a partial fee, or waive the fee.
4. Select the appropriate option and click Save. If you enforce the full or partial fee, the selected amount will be charged to the card associated with the appointment.

1. From the Calendar, select the appointment and change the Appointment Status to No Show.
2. Click Save to continue.
3. You will be prompted to enforce the full fee, enforce a partial fee, or waive the fee for the no-show.
4. Select the appropriate option and click Save. If you enforce the full or partial fee, the selected amount will be charged to the card associated with the appointment.

5) How to void or refund a Cancellation Fee

• Navigate to Patient File > Billing > Payments.
• Locate the cancellation fee payment and click it to view the allocation details.
• Locate the line item associated with the cancellation fee and click the white trash can icon to remove the allocation. Click Yes to confirm.
• Once the allocation has been removed:
  • If it is before 8:05 PM CST on the day the payment was processed, follow the steps in [How to Void a Payment].
  • If it is after 8:05 PM CST on the day the payment was processed, follow the steps in [How to Refund a Payment].

6)  How to Add a Card on File 

When using UnifiedPay, payment methods can be saved to a patient's file automatically when:

• While processing a payment by choosing to save the card on file.
• Through a payment invoice when the patient submits their payment information.
• When processing a payment through a connected UnifiedPay terminal.

 Saved cards can be viewed within the patient's file under Billing > Summary. 

7) How to remove a Card on File

For complete step-by-step instructions and screenshots: [How to Removed a Saved Card]

• Navigate to Patient File > Billing > Summary.
• Under Saved Cards, locate the card you want to remove and click the black trash can icon.
• Click Yes to confirm.

8) How to Access the Payments Dashboard 

To access your UnifiedPay reporting, navigate to Billing > Pulse from the left-hand menu in Unified Practice.

From the Payments Dashboard, you can search transactions and access several reports, including:

Transaction Search
Search for specific transactions and review transaction details, including successful and failed payment attempts.

Report Explorer

• Funding Summary – Review funding batches, deposit details, and the transactions included in each batch.
• Transactions Report – Review successful and failed transactions within a selected date range.
• Merchant Statement – View or download a monthly statement summarizing processing activity, fees, payment methods, chargebacks, and other account activity.

Terminals
If you have a wireless EMV terminal through UnifiedPay, use the Terminals section to activate and manage your device.

9) How to process a Void

For complete step-by-step instructions and screenshots: [How to Process a Void with UnifiedPay] 

• Navigate to Patient File > Billing > Payments and locate the payment you want to void.
• Click the payment to view its allocation details.
• Click the white trash can icon next to the allocation, then click Yes to confirm the removal.
• Once the allocation is removed, the black trash can icon next to the payment will become active. Click the icon and select Yes to process the void.

10) How to process a Refund

For complete step-by-step instructions and screenshots: [How to Process a Refund with UnifiedPay] 

• Navigate to Patient File > Billing > Payments and locate the payment you want to refund.
  • Click the payment to view its allocation details.
  • Click the white trash can icon next to the allocation, then click Yes to confirm the removal.
• Once the allocation is removed, the curved arrow (Refund) icon next to the payment will become active. Click the icon.
  • Select Full Refund or Partial Refund. If processing a partial refund, enter the amount you want to refund.
• Click Refund to complete the transaction. The refund will be returned to the original form of payment.