1. Credit Card Processing
CSWinOMS
Credit Card Processing

2. CS WinOMS Credit card processing set up Credit card swiper set up
Credit card payment processing/settlement review
Credit card refund processing/settlement review

3. Credit card processing set up
Before an office can be set up to process credit card transactions thru CS WinOMS, the office must be enrolled for merchant services thru TransFirst. Enrollment begins with the PracticeWorks inside sales team. TransFirst will negotiate transaction rates and handle any issues related to bank deposit or withdrawal inquiries.
Once the client is set up with TransFirst, they will be issued a merchant visanet.ini file which is then sent to e-services in order to set up the office for credit card processing.

4. Credit card processing set up
Once the visanet.ini file is received, it is placed into the ICCPS folder underneath the client’s server directory path. In order to activate the service, e-services will set up the ICCPS directory in the practice preferences Financial tab. The box for Use Electronic Credit Card processing is checked, and the Data directory is input as \\server directory path\iccps. Once this setting is in place, credit card processing will then be activated for the entire practice. Next, each workstation must be configured for credit card processing.

6. Workstation Set Up
Once credit card processing is activated under the practice preferences, you will need to log out/in of CS WinOMS before the Credit card setup menu will become available. Underneath, billing, credit card processing, select credit card processing set up. This will then prompt to open the visanet.ini file that is stored in the ICCPS folder under the server directory. Once opened, the data contents are imported into CS WinOMS and the machine can be configured.
NOTE- You will only be prompted once to load the visanet.ini. This prompt will not appear on subsequent workstation set ups.

9. Workstation Set Up
In order to set up a workstation for credit card processing, click the workstation settings option. The box for Process credit card transactions over the internet must be checked. The workstation must have an active connection to the internet to process credit transactions. Additionally, if a card swiper is connected to the workstation, the Detect device option will ensure that the reader is able to communicate successfully with the CS WinOMS program.
NOTE- Only card readers supplied by Carestream Dental will communicate with CS WinOMS. Third party card readers can not be used in this process.

11. Additional set up options
Once activated, e-services will also set up a credit card payment code (CC) and a Credit card refund adjustment code (CCR) that the office can use when entering payments and refunds. The office can use these codes when posting payments or refunds to a patient ledger.

13. Posting Credit Card Payments
When a client posts a credit card payment using the CC payment code, this will default using credit card as the method and using the E-payment service for credit card processing. The client will enter payment amount and click Next to initialize the Credit card processing screen. The office is then prompted to swipe the credit card (if present) or they can manually enter the credit card information. Once the card is swiped or manually entered the client will click Submit to obtain authorization.
NOTE- office can click the last button in cases where the last credit card used in the patient ledger is the same card they wish to use for this transaction.

17. Posting Credit Card Payments
After clicking on Submit the office will either receive a green Approval status, or a red Rejected status. If approved, the office can click Ok to print a credit card transaction receipt. Once approved, the funds are placed in a hold status at the patient’s bank until the transaction is settled.
NOTE- Approval is also verified based on the card holders zip code. If the patient zip code does not match the billing zip code of the card holder the client will see a status of approval, no match. This does not affect status of authorization.

20. Posting Credit Card Payments
Once the office prints the receipt, they can apply the payment to any open charges, then click Next, and then Finish. After clicking Finish, a second credit card transaction receipt will print from CS WinOMS. The office may decide whether to print this receipt for verification. If the office decides they would like to print the receipt later, the can do so by right clicking the payment from the ledger and selecting the option to re-print receipt.
NOTE- the office MUST click finish in order to post the credit card payment to the patient ledger.

25. Settling Credit Card Transactions
Once the office has an authorized credit card transaction, they must settle the transaction in order to receive payment. The settlement is typically processed at the end of the day, and will incorporate all credit card charges that have been run for the practice that have not been settled. The settlement menu is accessed under billing, credit card processing, settlement stages. If the office has any outstanding credit card transactions they will see a warning message advising that the outstanding transactions must be settled within 24 hours, or the transaction rates are increased. The office will select the first option to review pending transactions.

29. Settling Credit Card Transactions
Upon accessing the settlement, the client will see a list of outstanding credit card transactions that have been authorized, but have not been settled. The office is encouraged to review the transaction totals BEFORE settling to ensure that all transactions are correctly accounted for. The office can then settle their transactions by clicking the settle icon. This closes any outstanding transactions and allows payments to be deposited into the office’s bank account. After settling the office can print a settlement confirmation report which will allow for verification of processed payments.

32. Credit Card Refunds
Credit card refunds are posted using the adjustment code CCR. This will initialize the credit card processing method. The office should be sure to uncheck the Print refund check option since they are refunding to the credit card. Since the office is authorizing the refund, they do not have to obtain authorization from the bank. Therefore there is not an option to submit authorization for the refund. Again, the last option can be used here if the office is refunding to the last credit card that was processed in the patient ledger or the office can swipe the card (if present) and click ok. This will print a credit card refund receipt. The office will be allowed to apply the refund, click Next and then Finished.
NOTE- Office MUST click Finished for transaction to be posted to the patient’s ledger.

39. Credit Card Refunds
Refund transactions must also be settled in order for funds to be posted back onto the patients credit card. Refunds transactions will show up in the settlement batch without an authorization code. Refunds are subtracted from the practices net deposit.

41. Off-line feature Additional Tips
If an office has already obtained an authorization from the patient’s bank. The office can post the credit card payment using the off-line no modem feature. The office will then be allowed to swipe the credit card or type in the card holders information along with the authorization code obtained from the cardholders bank. When using the off-line feature, the client must already have a VALID authorization code from the issuing bank.

43. Additional Tips
Due to the financial nature of these transactions, it is typically recommended that non-standard credit card transaction issues be resolved by the e-services group. If you receive an issue that you are unclear about resolving, transfer the call to the E-Services Atlanta Group at Ext