Important v9.3.7 information
If you have recently updated to v9.3.7, then you may notice a few changes within your Genie software. These updates are part of our newest Advanced Extras product - Patient Payments, powered by Ezidebit.
This product is not currently available for our wider customer base as we are in the process of finalising certification with our beta testing practices.
If you would like to register your interest for this product so that you're the first to know when it becomes available, please visit our Patient Payments page.
This article will be updated accordingly as we progress through development and release stages.
What is 'Patient Payments'?
Patient Payments is our newest upcoming Advanced Extra release, and provides you with an end to end payments solution that will revolutionise your cash flow. We've worked in collaboration with Ezidebit to develop an entirely integrated payments tool that currently consists of the two functions below:
Terminal Payments - an integrated EFTPOS feature; and
Online Payments - an online pre-payment facility for patient surgeries.
The list below are some of the features that will be available to your practice when you register for one or both of these services.
|✔||Patients can instantly pay for services in the practice via your new EFTPOS terminal|
|✔||You can easily send the dollar amount straight to the terminal from your Genie software, automatically receipting and seamlessly reconciling the payment to reduce manual work|
|✔||You can send prepayment links straight to your patients via SMS, reducing your time spent chasing patients manually over the phone|
|✔||Patients can make prepayments for surgery online, giving them the flexibility to pay anytime, anywhere|
|✔||Online prepayments are automatically reconciled in Genie, seamlessly integrating with your existing workflows and applied to the invoice post-operatively|
|✔||You will be able to accept payments 24/7, giving you faster access to your funds|
|✔||You will be able to easily identify any online payments that have been made in the Daily Banking Report|
Integrated EFTPOS Terminal Payments
1. Pair your Ezidebit terminal with Genie
Once you have registered with Genie for Terminal Payments, you will receive your Ezidebit terminal in the mail. To pair the terminal with Genie, you will need a pairing code which must be obtained from the physical terminal.
Before you can pair your terminal, it will need to be updated. Updates are run automatically by leaving the terminal plugged in and turned on overnight.
To begin pairing, you will need to generate an 8-digit pairing code from your terminal.
- Turn on the terminal.
- If the terminal is not paired, it will display the message terminal is not paired, pair it now?
- Select YES when this prompt appears to generate the pairing code.
Once you have generated your pairing code, it can be entered into Genie.
- Within Genie, navigate to File > Maintenance & Reports > Administrator and select the EFTPOS Terminal option to open the below window;
- If you do not have access to this area, you will need to ensure that the appropriate permissions as highlighted below are set for your user in File > Edit Groups;
- Click the blue plus icon to add a new terminal;
- Enter in your Terminal Name - this can be whatever you wish - e.g. Reception 1 - Dr Smith, however:
- Each terminal at the practice should have a unique name. This name will be used in the receipting window to identify which terminal the payment will be processed on;
- Only alphanumeric characters, spaces or dashes are allowed. No other symbols.
- Enter your Pairing Code - this must be obtained from your terminal; and
- Click Create.
2. Use the terminal to receipt payments
When receipting or accepting deposits (Billing > Accept Deposit), you will notice a new Select Terminal... drop-down where you can choose your terminal to accept EFTPOS payments. Screenshots of these windows have been included below.
|Receipt Window||Accept Deposit Window|
Either in the Receipts or Deposits window, click the Select Terminal... drop-down and choose the EFTPOS terminal that you have paired with your Genie software.
Once you begin receiving payments with your terminal/s, Genie will remember the terminal that was last selected on your machine and/or for the bank code you have selected.
Click Print / Store (Receipts) or OK (Deposits) and the payment data will be sent directly to the terminal. You will then see a process window as below while the patient taps, inserts or swipes their card to make payment as they would with any standard EFTPOS facility.
When the payment is successful, the process bar will disappear and the payment will be successfully applied in Genie.
- Ezidebit currently does not support single terminal / multiple practitioners. This means that each terminal can only be linked to one bank account.
- Ezidebit currently does not support MOTO transactions. This means that payments cannot be made by manually keying the patient's card number.
While you can action refunds directly on the terminal, these payments will not automatically be removed from Genie during the refund process. You should refund these as normal by deleting the payment from the patient's Account History, then either deleting the invoice or crediting off the item/s. Please see our Deleting Payments and Invoices article for more information.
Online Prepayments for Surgery
1. Prepare your quote
Prepare your procedure quote as normal. If you require any assistance on this step, please see our Preparing Quotes article. In v9.3.7 you will notice that the buttons at the bottom of the quote window look slightly different. You can now click on the drop-down menu to SMS your patient for prepayment, as well as access your quote templates and invoice the patient as usual.
2. SMS your patient requesting prepayment
Once you have completed your quote, click the Quote Actions drop-down, then navigate down to SMS Prepayment Info. You can choose to send your patient a prepayment amount for the Gap Amount (if applicable), or the Total Fee Amount.
Choose either of the above options, then you will be directed to an SMS window with the following default message, which can be manually changed to your liking:
"Hi [PatientFirstName], prepayment of [TotalFee/EstimatedOutOfPocketAmount] is due for your procedure from [PracticeName]. Pay now by visiting: [PaymentLink]"
The dollar amount and payment URL within the SMS must not be changed or removed.
You can alternatively choose to email the prepayment link to your patients. Simply follow the above steps, then copy and paste the prepayment message into an email. Click Cancel to close the SMS window.
When you are happy with your message, click the button to send the SMS to the patient.
3. Patient pays their deposit
When your patient's account holder receives their SMS, they will click on the URL in the message and be taken to a secure payment page.
Upon opening the secure Ezidebit payment form, the payment reference and amount will be pre-populated.
The patient will need to enter in other details such as name and card details and proceed with the payment.
4. Viewing payments in Genie
Once a patient completes a successful payment, this will then automatically appear in your Genie software as a deposit.
Any payments that are made will sync into your Genie system twice daily at 10.30AM and 8.00PM.
You can view this deposit in each of the normal areas you would see a deposit:
- In the Daily Banking Report.
Any online payments will have a Payment Ref of "Online:Ezidebit"
- In the Billing > List Deposits window.
The Provider displayed in this window will be the same Provider from the Details tab of the Procedure window.
- In the patient's Account History.
The online payment will appear just as a normal deposit would in a patient's Account History. When double-clicking on the deposit at the bottom of the patient's Account History, you will see that the Deposit Accepted by field will say "Ezidebit: Online Payment"
5. Applying the deposit to your invoice
Once the patient's surgery is complete, you will need to create an invoice for the procedure.
If the quoted procedural items have not changed, you can easily create a standard invoice from the Quotes window by navigating to Quote Actions > Transfer Quote to Invoice.
If you are wanting to send the invoice via ECLIPSE, you will need to instead go to Billing > IMC Invoice.
Whether you are creating a standard invoice or an IMC invoice to send via ECLIPSE, simply click the button within the appropriate window. Choose the deposit from the pop-up that appears and choose to apply it to the invoice.
Please see our article on Deposits for more information on this process.
Frequently Asked Questions
For a list of frequently asked questions, please navigate to our Patient Payments FAQs article.