Let's explore how to configure, troubleshoot, and perform other related actions with the Payment Gateway, CS Pay.
Topics Covered
- Setup Configuration
- Configure Terminals And Process Terminal Transactions
- Enable Payment Plans for CS Pay
- Pay with CS Pay for Card-Not-Present Transactions
- Tokenize ACH Payments for a Check & Save Bank Account on File
- Tokenize and Save Card on File
- Troubleshoot when CS Pay is the Only Option while Posting an Insurance Payment
- Processing Insurance Payment with CS Pay
Once the merchant account has been approved, the user needs to configure CS Pay within CareStack to start processing payments through CS Pay.
Let's get started!
Enable CS Pay at an Account Level
To enable CS Pay for an account:
- Navigate to the System Menu > select Practice Settings > choose Payments & Billing > Services > Payment Services.
- Select CS Pay.
- Click Edit.
Once you click the Edit button, begin to configure the CS Pay settings as illustrated below.
- Set Enable CS Pay to Yes.
- Based on your practice's preference for CS Pay, choose Enable Gateway for accepting Check/ACH, Credit/Debit Card, and Direct Transfer payments.
- Select the Default Merchant ID from the drop-down.
- Depending on your practice's preference, select Yes/No for both Enable Payment Plan and Enable Terminal Payments.
- Click Save.
Enable CS Pay for External Payments at an Account Level (previously Portal Payments)
To learn more about enabling CS Pay for External Payments at an Account Level, click here.
Enable CS Pay for a Location
To enable CS Pay for a location:
Navigate to the System Menu > select Practice Settings > Payments & Billing > Services.
- Select Billing Services and choose the required Location.
On the Update Billing Service pop-up window that appears,
- Select Payment Gateway.
- Choose CS Pay.
- Click Edit.
| Note: Either choose to use the Merchant ID as defined in your Account Level settings or choose to have a separate Merchant Account ID for the selected location. |
Case 1: Use a common Merchant ID for all your locations.
- Select Use Account Settings as Yes.
- Click Save.
Case 2: Use a separate Merchant ID for the location.
Ensure to select:
- Use Account Settings as No.
- Enable CS Pay as Yes.
- Based on your practice's preference for CS Pay, choose Enable Gateway for accepting Check/ACH, Credit/Debit Card, and Direct Transfer payments.
- Select the Default Merchant ID from the dropdown.
- Select Yes to Enable Terminal Payments.
- Click Save.
Enable CS Pay for External Payments at a Location Level
To learn more about enabling CS Pay for External Payments at Location Level, click here.
Enable CS Pay Login for Other Users
For a user to log into CS Pay, you need to first enable their access to the portal.
- Navigate to the System Menu > select Practice Settings > choose Administration > Users.
- Select the intended User.
On the User details pop-up that appears,
- Select the Login Details section on the left.
- Click Edit.
- Ensure to select CS Pay for the Allow Login To field.
- Click Save.
| Tip: To provide a user with login access to CS Pay: navigate to Practice Settings > select Administration > Users > choose the intended user > click Login Details > Edit > checkmark CS Pay. Then you will see an additional field Send Email Notifications for appear with options for the user to choose Check Settlement Failure, Disputes Raised, or Merchant Account Activation. |
| Note: When practices migrate to CareStack, only Super Admins will be provided with the Allow Login Access, set to ‘Yes’ by default. |
To enable Merchant Account Activation for the desired user:
- Navigate to Practice Settings > select Administration > Users > choose the intended user > click Login Details > Edit > select CS Pay > select Merchant Account Activation.
- The user will receive the following email confirmation.
- Navigate to the System Menu > select Practice Setting > Payments & Billing > Services.
Click Edit.
- Select Yes for Enable Terminal Payments.
- Click Save.
- Select the intended Location from Billing Services.
- Click Edit.
- Select Yes to Enable Terminal Payments.
- Click + Add Terminal Device.
- Enter the Terminal Device Name and Terminal ID.
- Click Save.
| Note: Once the steps above are completed, test the payment process using a test patient to confirm that the terminal lights up, ensuring it is properly configured. |
Processing a Terminal Transaction
- Select the intended patient from the Global Search Bar.
- Select Payments.
- Enter the payment details.
- Select the payment gateway as CS Pay.
- Click Pay with CS Pay.
- Select the appropriate terminal from the POS Devices option below.
- Click the Pay $amount.
To successfully enable payment plans for CS Pay, you need to configure them within Practice Settings.
Let's get started!
- Navigate to the System Menu > select Practice Settings > Payments & Billing > Services > Payment Services tab on the top.
- Click the Edit button corresponding to the CS Pay section.
- Select Yes for the Enable Payment Plan option.
- Click Save.
- A notification will appear on the top right stating 'CS Pay Settings updated successfully.'
There you go! That is how quickly you can change your settings to enable a CS Pay Payment Plan.
To pay with CS Pay for card-not-present transactions, perform the following steps:
- Search for the intended patient from the Global Search Bar.
- Click Payment.
- The Financial slide-out will open with the Add New Payment/Adj tab set as the default.
| Note: If any codes are completed, the Payment Amount field will be automatically populated with the corresponding amount. |
- Select the payment type as CREDIT/DEBIT.
- Payment Gateway as CS Pay will be prepopulated.
- Click Pay with CS Pay.
In the paying with CS Pay slide-out,
- Select Add Card.
- Enter the patient's card information.
- Click the Pay $ amount.
- A toast notification will appear on the top right stating, Receipt Added successfully.
Text To Pay
You can use text to pay for the transaction from the Financial slide-out of the intended patient.
- Select Text to Pay under Patient Summary.
In the Text to Pay window that opens up,
- You can either enter a Custom Amount or Select From Pending Dues for the patient, as applicable.
- Click Send Message.
- A toast notification will appear on the top right stating, Message has been successfully sent.
Payment Link Transaction
Let's explore how practices can embed a payment link into their website to enable patients to make payments online.
To configure payment links, perform the steps below.
- Navigate to the System Menu > select Practice Settings > Payments & Billing > Services > External Payments.
- Click Configure on the Payment Link option.
- Click Edit on the Account Configuration section.
- From the drop-down menu, you have the option to choose to automatically create a receipt when a payment is taken or manually create a receipt.
- If you choose to Enable ACH for Payment Link, the patient will be able to choose between making a payment using ACH or a Debit/Credit card.
- Click Save.
- Click Open Link in the Payment Links section.
- You will be directed to a portal, where you can enter all the required information.
- Click Pay $Amount.
To track the patient payments made using the payment link, perform the steps below,
- Navigate to the System Menu > select Patient Payments under Billing.
| Note: A receipt will be generated automatically and displayed in the patient's ledger if an exact match is found. |
| Note: A receipt is automatically generated if the information provided via the payment link (name, email, date of birth) matches the patient's record in CareStack. |
- If an exact match is not found, select the Receipt Not Created toggle, click search, and click 'Create receipt' to manually create a receipt for the patient.
| Note: If the receipt was created for the wrong patient, delete the receipt and create a new one for the correct patient. The receipt to be deleted would be in the wrong patient's ledger. After deleting that, manually create a new one for the correct patient. |
CareStack offers practices the ability to not only tokenize ACH Payments for cards but also for Check Payments as well. This further allows users to save bank accounts on file for patients paying with CS Pay which is similar to saving bank cards on file.
Let's learn more about this.
- Navigate to the Patient Overview > select Menu > Add Payment.
- Alternatively, you can also navigate to Patient Overview > select Billing > Payments to make the payment.
- The Financial slide-out will open with the Add New Payment/Adj tab set as the default.
- Input the Amount in the Payment Amount field.
- Select Check as the Payment Type.
- Enter the Check No as the Reference No.
- Select CS Pay as Payment Gateway.
- Select specific Procedure Code(s) as needed; if not, Select All Codes will be automatically checked.
- Click Pay with CS Pay.
On the Paying with CS Pay page that opens up, you will see pre-filled information pulled in from the system.
- Enter the Check Details to proceed i.e. Routing Number and Account Number.
- Checkmark the Save Account Information for Later Use to save the bank account on file.
- Click the Pay button to proceed with the payment.
A Confirm Patient Consent pop-up will appear prompting the user to action one of the three options. Once the desired option is selected, the Confirm & Save Payment Method button will be enabled.
- If you select, 'Use mouse to capture signature', an extended portion will appear right beneath to capture the patient's signature.
- Or, if you have already captured the patient's signature externally, then select 'Confirm that account holder's signature has been captured externally.'
- Also, you have the third option to 'Save the Payment Method Agreement as Draft, and capture signature later.'
| Note: If you select the third option, click 'Send Patient Portal Link.' This will send an email to the patient containing a link to their agreement, which they can easily view and sign via the Patient Portal. |
- The following notification(s) will appear on the top right: 'Receipt Added Successfully', Payment Method Agreement saved successfully', and 'Payment Method saved successfully'.
| Note: For Check Payments, it will take 15 calendar days for the payment to reach the merchant bank account and be settled (provided the charge went through with no issues like a bounced check). If you attempt to make a payment during this time, you will see 'Settlement Pending' highlighted against the tokenized payment. |
| Tip: Therefore, the same token for this location cannot be reused until the payment has been settled for this location. Once the payment has been settled, you will be able to ‘Use Saved Account’ to make further payments. |
| Note: Users cannot tokenize ACH payment methods with zero-dollar payments. |
To tokenize and save a card on file, perform the following steps:
- Search for the intended patient from the Global Search Bar.
- Click Payment.
- The Financial slide-out will open with the Add New Payment/Adj tab set as the default.
- Enter the Payment Amount.
- Select the payment type as CREDIT/DEBIT.
- Payment Gateway as CS Pay will be prepopulated.
- Click Pay with CS Pay.
In the paying with CS Pay slide-out,
- Select Add Card.
- Enter the patient's Card Information and Billing Address Information.
- Checkmark Save Card For Later Use.
- Click the Pay $ amount.
In the Confirm Patient Consent modal,
- Select Use mouse to capture signature. You can also choose to capture signature externally or to Save the Payment Method Agreement as Draft, and capture signature later.
- Click Continue & Save Payment Method.
- Three toast notifications will appear on the top right stating, Payment Method saved successfully, Payment Method Agreement saved successfully, and Receipt Added successfully.
- Once your card is saved, you can easily use it for future payments.
If you are trying to add an Insurance Payment as a check and it only provides you with the CS Pay option as illustrated right below, there is a way to change this. Let's get started!
- Navigate to the System Menu > select Practice Settings > Payments & Billing > Services.
- Select Billing Services and choose the required Location.
On the Update Billing Service pop-up that appears,
- Select the CS Pay tab.
- Click Edit.
- Change the 'Use Account Settings' to No.
- Set the 'Enable CS Pay' to Yes.
- Make sure the Check option is unchecked.
- Choose Yes to Enable CS Pay for Payments Plan.
- Click 'Save. '
To process an insurance payment, perform the following steps.
- Navigate to the Systems Menu > select Insurance Payments under Billing.
- Click Add new Payment.
- Select the Carrier from the dropdown.
- Select the Payment Type as check or card.
- Click Pay with CS Pay.
- Once the payment slide-out shows up, enter the Account number and Routing number and the mandatory details.
- Click the Pay $Amount on the bottom right.
Practices can refer to this comprehensive guide to learn all about CS Pay, including configuration, troubleshooting, and related actions.