Quick Start Guide for UnifiedPay

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

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 up 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 process a Void (Same Day)

• Navigate to the Patient File, then click the Appointments tab to select the appropriate date of service.
• In the Billing Invoice tab, generate the invoice by adding any CPT/service codes.
  
  

• Once ready to accept payment for the Balance Due, click Receive Payment.
• Select the Payer Type and confirm the payment amount.
• Choose Credit/Debit Card as the Payment Method.
  
  

• Key-in: If entering a new card, select this option, enter the details. Ensure checkbox is checked if you wish to save the card for future payments.
• Card on File: If a card has been saved previously, select it directly.
• Click Pay $X to submit the payment.
  
  

• Click Apply To This Visit
• Allocate the payment amount to Services, Products, or both.
• Click Save

• Verify the payment in the Patient Paid column.
• Ensure the Balance Due is $0 or shows any remaining balance if not paid in full.

• Navigate to the Patient File: Select the Appointments tab to choose the appropriate date of service.
• Generate the Invoice: In the Billing Invoice tab, add any CPT/service codes as needed.
• Verify Balance Due: Ensure there is a "Balance Due" before proceeding.

• Send Payment Link: Click Send Payment link and choose either Email or Text.
  • Note: If an option is unavailable, verify that a valid email or mobile number is listed at the top of the patient's profile. To update, click Return to Patient Profile and modify this information under the Personal tab.

1. Navigate to Clinic Settings > Billing Info.
2. Turn on the CCPE feature, set your Cancellation Window, and enter the Policy Text.
   • This text will be visible to patients at the time of Online Booking (if offered) when they are prompted to enter their card details (for services with CCPE enabled).
     
     

1. Navigate to Clinic Settings > Clinic Services.
2. Click Edit next to each service.
3. Toggle Enforce Cancellation Fee on, and enter the desired fee amount.

• What will my patients see?
• What if my patient can't add their card at time of booking?

1. In the Calendar, click on the appointment.
2. Click Cancel Appointment and enter any relevant details or reason for the cancellation.
3. At the bottom of the screen, select whether to fully, partially enforce, or waive the fee.
   Note: You will only be prompted to charge the fee if the cancellation occurs within your policy window.
   
   

1. Change the Appointment Status to No Show.
2. Click Save. You will then have the option to enforce or waive the fee.
   Note: You will only be prompted to charge the fee if the no-show falls within your policy window.

• Navigate to the Patient's Billing File > Payments tab.

• • • Locate the payment you want to void and click on it to view the allocation details.
• Remove the Allocation:
  • • Find the payment you want to void and click on it. This will reveal the date of service and any products to which the payment was allocated.
    • Use the white trash can icon on the far right of the allocation (to remove the payment allocation).
• Find the line item associated with the cancellation fee amount and click it.

• • Process a Void (Same day only)
  • Process a Refund
    
    

• Navigate to the Patient File > Appointments (tab) > Manage Appointment
• In the Card Details section, open the dropdown menu and select Add New Card.
• Enter the card details and click Save.
• The saved card will now appear under Billing > Summary in the patient’s file.

• Navigate to the Patient File > Billing > Summary subtabs.
• In the Saved Cards section (next to Balance Summary), click the black trashcan icon to delete any card(s) saved in the patient file.

• Transaction Search (icon): Look up any patient transaction details, including transaction attempts or failures, for insight into issues like declined payments.
• Reports (icon) > Monthly Merchant Statement: Provides an overview of transaction history and funding activity for each statement period.
• Reports (icon) > Funding Summary Report: View details of any withdrawals/deposits to your bank account, including fees and processing charges.

• • Navigate to the Patient's Billing File > Payments tab.

    • Locate the payment you want to void and click on it to view the allocation details.

  • Remove the Allocation:

    • Find the payment you want to void and click on it. This will reveal the date of service and any products to which the payment was allocated.

• • • Use the white trash can icon on the far right of the allocation (to remove the payment allocation).

• • • Confirm the removal by clicking Yes in the pop-up box.

      Note: Once removed, the black trash can icon next to the payment will become active.

  • Void the Payment:

    • Click the black trash can icon.
    • Confirm the void by selecting Yes in the pop-up box.
    Note: Once a void is processed, the payment will be canceled, preventing it from being charged to the cardholder's form of payment.
    
    

• Navigate to the Patient's Billing File > Payments tab.

  • Locate the payment you wish to refund and click on it to view the allocation details.

• Remove the Allocation:

  • Find the payment you want to void and click on it. This will reveal the date of service and any products to which the payment was allocated.

• • Use the white trash can icon on the far right of the allocation (to remove the payment allocation).
  • Confirm the removal by clicking Yes in the pop-up box.

• Refund the Payment:

  • Click the curved arrow icon next to the payment.
  • Choose a full or partial refund, enter the applicable amount, and click Refund to complete the process.