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TSYS Integration - Recurring Payments and Card On File Transactions

In MacPractice 12.15, we have updated our TSYS Integration with more features, including the ability to set up Recurring Payments! We're very excited to unveil our new functionality. This article will cover the new features provided by our TSYS Integration, and the changes made to payment processing.

Prior to Updating

Domain Management must be enabled on your license
An office will need to have Domain Management enabled on their license and a domain present on the account. You can also read this article here on the topic.

Pre-existing TSYS Integration users
If you are a pre-existing user of our TSYS Integration, it is important that you coordinate closely with MacPractice Sales, as there is some careful timing required when updating your MacPractice Server. There is also a process that TSYS must undertake to transition your service to the updated integration.

When your TSYS service has been transitioned successfully and your MacPractice has been updated, the office will need to physically restart their Card Reader in order to correctly connect to the new integration. It will be necessary to navigate to Preferences > TSYS to re-connect your Card Reader.

Recurring Payments from the Virtual Terminal to TransIT
Recurring Payment Schedules set up on the Virtual Terminal (TransactionXpress) cannot be transferred over or exported for use on TransIT at this time. We are actively working with TSYS to understand what we can do for these clients.

Getting Set Up
In order to successfully set up TSYS, you'll need to have Domain Management set up on their MacPractice account. You'll also need to be running MacPractice Build 12.15.

You will also need their TSYS credentials, which will include:

  • The TSYS Device ID
  • Your TSEP ID
  • The TSYS Device Username
  • The TSYS Device Password
  • The TSYS Device's IP address

You will need these credentials for each Card Reader you have connected. These will be provided by TSYS and MacPractice Support cannot assist with this step.

Adding a new Device
When the client has these credentials, you can navigate to the MacPractice Menu > Preferences > TSYS to set up a new Card Processing Device by clicking the Green Plus above the Card Processing Devices table. Clicking this will open up a new window where you can enter the details of the Card Processing Device.

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You'll note that all the fields except Device Nickname and Device IP address are marked red as required. The Device Nickname is an identifier solely used in MacPractice to distinguish between PAX Card Readers (for example, you could set a Nickname as "Front Desk Card Reader", or "Back Office Card Reader", etc as necessary to clearly identify your different readers.

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It is important to note that these TSYS Preferences are Global, meaning they are shared between MacPractice clients on the same network. 

Switching, Resetting, and Rebooting Devices
If you have multiple devices connected to your network, you can direct MacPractice to utilize a specific Device by clicking it in the Card Processing Devices table and then clicking the "Use This Device" button.

You can also select a device and use the drop down "More" selector to either Reset or Reboot the selected device.

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Address Verification
Finally, in Preferences you can customize the extent to which you utilize Address Verification features in TSYS Preferences. 

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We know that not all offices have the same AVS requirements set up on their account so we will allow users to set their AVS options specific to their requirements in Preferences > TSYS.

Regardless of what options are set here, setting up an account's Wallet will require both Address and Zip Code verification. 

Changes to Refunds
Our previous TSYS Integration allowed a MacPractice user to refund a payment to any credit card. This functionality is no longer available once you update to 12.15.

However, you can still issue a refund to any credit card for card payments that were processed via our TSYS Integration prior to updating to 12.15.

For payments processed prior to updating, the refund window will show the Card Entry Method for refunding with Credit/Debit Transmit, or Credit - Manual methods. You can read more about these in our TSYS Integration article here.

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Setting Up an Account's Wallet
In order to set up recurring payment schedules via Credit Card or ACH Account, or to process credit cards on file, you'll need to set up a Wallet for the patient's account. This is essentially a container for the Account's available payment methods on file.

On the Account Tab in the Patients Ability, we have added a new Tab, the Wallet Tab where the user can add Wallet entries for Credit Cards or ACH Accounts. This can be found in the Patients Ability > Account Tab > Wallet Tab.

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Here, you can review the Credit Cards, or ACH Accounts on file in this account's wallet. You can add Credit Cards or ACH Accounts by clicking the Green Plus above the corresponding table you wish to add to. 

 Next, we'll talk about Credit Cards and ACH Accounts separately.

Credit Cards
By clicking the Green Plus above the Credit Cards table, you can add a Credit Card to this account's Wallet. A window will appear where you can enter the card's information.

By double clicking a Credit Card entry, you can edit the Nickname. To adjust any other details such as the card number, you'll need to add a new card as you cannot alter card information once initially entered.

By clicking the Red Minus with a card selected, you can archive that card, removing it from this table and as an option 

Credit Cards added to the account can only be used for Patient Card payments, not Insurance Card payments.

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  • Cardholder Name: The Cardholder Name as it appears on the card in question. This is not a required field by the software, but we strongly recommend completing this field.
  • Card Nickname: A user-defined Nickname for this card. This has no impact on whether a card will process, and is merely used as a reference. For example, you could add a Nickname of "Mom's card" if the Credit Card belongs to the mother on the account. 
  • Card Number: Required. The number of the credit card in question.
  • CVV: The 3 or 4 digit CVV code on the Card in question.
  • Expiration Date: Required. The Expiration Date of the credit card in question.
  • Street Address: Required. The Street Address associated with the credit card in question.
  • Zip Code: Required. The Zip Code associated with the credit card in question.
  • Set as Default Credit Card checkbox: Allows you to set the default credit card that will be used for this account.

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Once a card is on file, you will then have an option available in the ledger when posting a new card payment to utilize a Card on File in the "Card Entry Method" drop down menu, located in the upper right hand corner of the Payment Window:

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When selected, an additional drop down menu will appear below the Card Entry Method menu which will allow you to either select one of the cards that are on file in this account, or you can add a new one on the fly.

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ACH Accounts
ACH Accounts are used to set up Recurring Payments. These accounts can only be used for Recurring Payment Plans and not one time payments.

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By clicking the Green Plus, you can add an ACH account. A window will appear where you can enter the account's information. You'll need to provide:

  • Name on Account: The name on the bank account in question. This is not strictly required but it is best practice to include the name.
  • Account Nickname: A user-defined name for this account for reference. It is not a required field and will not impact processing of payments.
  • Routing Number: Required. The routing number of the bank account in question. This can either be obtained from the patient's bank or at the bottom of a check for the account in question.
  • Account Number: Required. The account number of the bank account in question. This can either be obtained from the patient's bank or at the bottom of a check for the account in question.
  • Street Address: Required. The Street Address associated with the bank account in question.
  • Zip Code: Required. The Zip Code associated with the bank account in question.
  • Set as Default ACH Account checkbox:  Allows you to set this account as the default ACH Account that will be used when setting up a Recurring Payment.

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Recurring Payments
On the Account Tab in the Patients Ability, we have a new sub-tab called Recurring Payment Plans. This is where you can add and discontinue an Account's payment plans.

An Account can only have one Active Plan at any given time. If you want to activate a second Recurring Payment Plan, you must discontinue the currently Active Plan.

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In the Actions pull down, we have a number of options that will assist clients in managing Recurring Payment Plans on an Account. 

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  • Open Recurring Payment Plan: This option allows you to open up an existing Recurring Payment Plan. You can edit the Payment Type associated with new plan payments, or the reference number by doing this, but cannot edit other details.
  • Discontinue Recurring Payment Plan: This option allows you to discontinue a Recurring Payment Plan if it is no longer necessary or you need to adjust the Recurring Payment Plan, as you cannot edit them once created.
  • New Recurring Payment Plan: This option allows you to create a new Recurring Payment Plan that can use either a Card on File or an ACH Account from the Account's Wallet.
  • Go to Recurring Payments Manager: This option will take you to the Recurring Payments Manager, located in the Accounting Ability.

To create a new Recurring Payment Plan, users will go to the Actions pull down and click New Recurring Payment Plan. This will bring up the Recurring Payment Plan window.

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The Created Date will be today's date, and uneditable. The First Payment Date will default to today's date and can be changed to another date.

Next, you'll want to select the Payment Type to be used for incoming recurring payments. These will pull from the Payment Types defined in your References Ability.

You can also enter a reference number, much like the Reference Number field in the Payment Window of the Ledger when creating a new Payment.

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Then, you'll click on the Credit Card or ACH Account Tab to select the method of payment as shown in the below screenshot. Once you have clicked the Credit Card or ACH Account tab, you'll be able to then select the Card or ACH Account you wish to use for this Recurring Payment in the Account drop down selector.

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If only one account is entered in the Accounts Tab > Wallets for either Credit Card or ACH Account, it will be the only option available to choose on that tab.

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Once an account has been selected, the user will enter the total amount of the Payment Plan and select to calculate the Payment Schedule based on a specific payment amount or number of payments.

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Next, you'll choose the Frequency which the payments will be deducted from the patient’s card or ACH account. The options that can be chosen for a payment schedule are Weekly, Every Other Week, Twice Per Month (1st/15th), Monthly, Yearly, Weekly - Custom and Monthly - Custom.

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Weekly - Custom will allow the user to specify the day of the week that the user would like to have the payments processed on. Multiple days can also be selected here each week.

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Monthly - Custom will allow the user to specify which months to process the payments over the course of the year(s).

Once you have filled in all required information and set the desired frequency, you'll click the Calculate Payment Schedule button to populate the information in the Payment Schedule Panel.

When calculating the final payment, keep in mind that not all schedules will have even amounts. There could be instances where final payments are pennies while other final payments are remainders of the amount left. In MacPractice, we will handle final payment calculations in a couple of ways depending on whether you have selected a specific number of payments vs. a specific payment amount:

If you select a specific number of payments, we will add the remainder of the total payment amount to the last payment amount. 

    • Example: If a user has a $100 total broken out into 3 payments, the first two payments will calculate to 33.33 and the final payment will be 33.34.

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If you select a specific payment amount until it is paid off, we will ensure that the last payment is not more than the payment amount - we will add another payment to the plan to process this payment. 

    • Example: If a user has a $100 total broken out into payments of 33.33, the first three payments will be 33.33 (equaling a total of 99.99) and a final payment of .01

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You can also print the Payment Schedule by pressing Command-P on your keyboard. This will simply print the payment schedule as it appears on the right panel, but this functionality will change in the future.

Once a Recurring Payment Plan has been completed, MacPractice will check every hour to determine if a Recurring Payment needs to be issued based on the schedule.

Recurring Payments will be posted onto the Account's ledger, viewable on all patients on the account as an unapplied payment with "Recurring", the Reference Number you set when creating the Recurring Payment Plan, and the amount of the payment in the description of the payment.

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Recurring Payments cannot be voided or refunded if they are part of an Active Recurring Payment Plan. The Payment Plan MUST be discontinued prior to voiding or refunding payments.

Recurring Payment Manager 
In the Accounting Ability under the Card Transactions node, we have added a new manager called Recurring Payments Manager. You can also navigate to the Recurring Payments Manager from within the Actions pull down in the Recurring Payment Plans sub-tab in the Account Tab of the Patients Ability.

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You can filter recurring payments received by the posted date of the payment - the posted date of the payment is the date the payment is received from TSYS in MacPractice.

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You can also filter by the status of the payment - All Payments, Fully Applied Payments, Partially Applied Payments and Unapplied Payments. You can populate these results by clicking the Apply button. This is useful to ensure that all your received payments have been applied appropriately.

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When a payment is selected within this Manager, you can interact with the payments in the Actions menu. You can print a receipt, go to the payment in the Ledger and go to the account to interact with the plan and Wallet. Double clicking on the payment will also take them to the payment in the Ledger.

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In the table view of the Recurring Payments Manager, there are a number of columns that display for each payment. The table can be sorted by any of these columns.

  • Status: This column displays whether a payment has been applied, partially applied or is currently unapplied.
  • Has Refund: This column indicates with Yes or No that a refund has or has not been associated with this payment.
  • Account: This column displays the account number that the payment is associated with.
  • Primary: This column displays the Primary Account name on the account.
  • Posted Date: This column displays the date the recurring payment was posted (corresponds to the date received from TSYS). This could be different from the processed date if the server has been off for a couple of days).
  • Applied Date: This column displays the posted date or the date that the payment was partially/fully applied on the account.
  • Description: This column displays the description of the payment from the ledger.
  • Payment Amount: This column displays the processed payment amount. If a payment was partially approved, this will show a lower amount than what is in the plan. Users will need to communicate with the patient to satisfy the remainder of a payment if it is less than expected from the plan.
  • Applied Amount: This column displays the amount applied on the payment. If the payment is fully unapplied, it will display $0.00.
  • Pr/Of: This column displays the Provider/Office the payment is tied to. It will display nothing if it is unapplied though a Provider/Office can be set without applying the payment.
  • Last Edited By: This column displays the user that last edited the payment.

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Declined/Partial Approvals Payments
Declined recurring payments do NOT display in MacPractice. The merchant will receive an email from TSYS if a recurring payment is declined and they will need to use it in conjunction with the Merchant Center to identify which account this payment belongs to. MacPractice does not have a way to check TSYS for declined recurring payments. From here you'll will need to reach out to the patient to satisfy the missed payment. 

Clients will receive an email from TSYS when a card is declined or if an amount was partially approved. The Customer ID in the email will correspond with the Account ID in MacPractice. When a client receives this email, they will want to go into MacPractice to review the recurring schedule and reach out to the patient to satisfy the declined/partially approved amount.

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Declined payments are not taken into consideration when the Recurring Payment Plan on the account decrements the Remaining Amount on the plan. Remaining amount is calculated based on the expected date of the payment. Users will need to post new payments in the Ledger unassociated with the payment plan when funds are recouped from the patient.

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