Your patients and families can pay their bills on their mobile device, using PCC’s patient portal (My Kid’s Chart). Once your practice has signed up and enabled account balances and portal payments, you will collect money faster and have fewer bounced checks.
Read the sections below to learn about important considerations and prerequisites, and how you can best implement mobile payments for your practice.
Limited Pilot Test: Portal payments are in a limited pilot testing period in just a few offices. If you are interested in participating in the pilot, or wish to be notified when this feature is ready for general deployment, let your Client Advocate know.
Before PCC can add the “Make a Payment” option to your practice’s patient portal (My Kid’s Chart), you need to make sure the following configuration and startup procedures are in place.
Does Your Practice Use the Patient Portal?
First, your practice must be using the patient portal, My Kid’s Chart, and signing up your patients and families. For more information about the portal (My Kid’s Chart), check out our patient portal resources on learn.pcc.com.
Link Billing Accounts to Portal Users
Next, your practice must make sure that the Personal Balance feature is enabled in the patient portal. This it turned on by default, but may be changed in the Configuration tab of the Patient Portal Manager.
In addition, your practice must assign billing accounts to portal users. Only portal users with associated billing accounts will be able to see the “Make Payment” button in the portal.
For more information on this feature of the portal, review the My Kid’s Chart User Account Administration article.
Here are some recommendations for getting portal users hooked up to accounts:
PCC Can Help: PCC can perform a one-time batch migration that will join all portal users with a single billing account that corresponds to the patient(s) in their portal, if a 1:1 direct relationship is available. Talk to your Client Advocate about this option.
Manual Assignment: For more complicated situations, when there is more than one billing account associated with the patient(s) in a user’s portal, your office will need to decide which billing account to link to their portal. This is a simple process, but will take some time, depending on how many portal users you have with this scenario.
Add Billing Account Assignment to Your Patient Portal Sign Up Workflow: Your practice can ensure proper configuration by asking if a family uses the patient portal at each visit, and by always linking new portal users to billing accounts during the portal registration process for new families.
Sign Up with Payment Pros
When you are ready to add mobile payments to your patient portal, follow the procedure below.
Contact Your Client Advocate
Let your Client Advocate know when your practice is ready to start receiving mobile payments through your patient portal.
Fill Out an Application
A PCC interoperability team member will contact you, and will send you an electronic copy of the Payment Pros Merchant Application.
You will need to enter demographic, business, and tax information.
You will also be required to provide a cancelled check from the checking account where you want payments to be directed.
Log In to the BluePay Gateway
A representative from Payment Pros will send you an email verifying that you have been registered.
The email will include your new account name, username, and password, which you can use to log in to the BluePay Gateway.
Set a Go-Live Date
PCC will coordinate a go-live date between your practice and BluePay. On the go-live date, portal users will see the “Make Payment” button in your patient portal, and you will be able to accept mobile payments.
Payment Pros Procedure Flyer: PCC and Payment Pros have worked together to make this process simple. Payment Pros has produced a flyer which explains the process.
Tell Families They Can Pay in the Portal
Your families will be more likely to pay their bills in the portal if you let them know about this option. How can you educate families about this new service and drive them to your portal to make payments? Here are some suggestions for how to communicate this new feature:
Add a Note to Your Paper Bills: Add a note with your patient portal’s URL address to your paper bills, letting your families know they can save a stamp or a phone call and pay their bill online, 24/7.
Post Flyers in Your Office: Print new flyers advertising the new portal feature (and reminding families to use your portal) and post them in conspicuous places around your office, such as in the waiting room, in exam rooms, and at your checkout desk.
Splash it on Your Website: Add a link to your portal from your practice’s website. Add a colorful banner with a note encouraging families to check out your portal and its new convenient payment option.
Post on Social Media: Use your Facebook or Twitter account to announce that families can now pay their bill through your patient portal.
Talk It Up: Sometime the most effective marketing is word of mouth. Educate your staff about how portal payments work, and make sure they are passing on the knowledge to families when they come in for visits.
Phone Hold System: Add a message to the “on hold” feature of your phone system, informing families that they can save time by getting forms, reviewing appointment information and paying their bills through the patient portal. This may be particularly effective if you have a separate billing phone number.
View Payments from Your Portal Users
The BluePay service will send receipts to the email address that the portal user entered on the payment screen. Your practice can opt to receive copies of each receipt email.
Your practice also has the ability to log in to the BluePay Gateway and view and download an activity log, which shows all portal payment activity for a date range.
To access your activity log through the portal, follow the steps below.
Log In to the BluePay Gateway
Go to the BluePay Gateway and enter your account name, username, and password.
Open the Transaction List Screen from the Menu
Open the menu and select PROCESSING, followed by Transactions, and then Trans. List.
Download a CSV Export File
Select the CSV Export option and download a report of this activity log. Make sure that you choose to include column headers in your report.
The downloaded spreadsheet will include a “Custom ID” field, which displays the portal user’s associated PCC Account ID#. This number will be helpful for you to have when posting payments into Partner.
Reconcile Payments with Deposits, and Post Payments in the Payment Posting Program (pam)
Once you have the payment record in hand, you can compare it with your payment deposits from BluePay, and post appropriate payments in the Partner billing system. You can use the PCC account number to quickly jump to the correct account and apply the payment to outstanding charges.
To learn more about posting personal payments and adjustments, read the Post Personal Payments article.
Need More Help?: For additional questions about working with the BluePay Gateway, please contact our portal payment partner, Payment Pros, at (866) 773-3390 or email@example.com.