Preparing, printing, folding, sealing, and stamping paper statements every month is tedious and time consuming. Approaching collections in this way doesn't allow you to accurately track all of the money owed to your practice.
Dental Intelligence Payments in Engagement offers real solutions to help your practice grow. Offering a digital payment solution to your patients will help them pay at a time that is convenient for them so your practice can get paid.
Learn more about using Engagement Payments in your practice by watching our webinar:
Watch the short video below for step-by-step instructions on how to enroll in Payments:
Interested in adding Engagement Payments with Clearent? CLICK HERE to request a demo!
Information Required for Payments Setup
Signing up for Engagement Payments will create a new merchant ID for your practice. The following information will be required:
Legally Registered Business Name (As it appears on IRS filing)
Tax ID Number
Business Address
Primary Owner’s: Name, DOB, SSN, Phone, Email, and Home Address
Ownership Percentage
Creating a new merchant ID for your practice will ensure that Dental Intelligence and its customers are following payment industry regulation related to the U.S. Patriot Act and ensure the security of the payment processing organization. Creating a new merchant ID primarily allows us to implement regulation related to "Know Your Customer" (KYC) and Know Your Business (KYB) as part of the U.S. Patriot Act.
Step 1: Access the Clearent application
If you are unable to access this feature or make changes, you have not been granted permission in your user profile. Contact an admin team member in your practice to enable access or work with them to complete the steps outlined in the instructions below. Click here to learn how to update user permissions.
From the Payments tab in your Engagement module, click on the blue Get Started button to launch the Clearent application in a separate window
📌 Important note about pop-up blockers: If the pop-up blocker is active in your browser, the Clearent application window may be temporarily blocked. You will need to disable the pop-up blocker in your browser and click "Get Started" again.
Create a 4 digit PIN. This PIN is recorded for you to re-visit the application before submitting it to Clearent for processing.
Step 2: Complete the application
In the "Getting Started" page of the Clearent application, a business type will need to be selected. You will also enter in the legally registered business name as it appears on IRS filing.
Enter the DBA as you want it to appear on a receipt
Next, enter your general business information (address, phone, etc)
When entering your Legal Information, do NOT check the box that says "Tax ID is SSN" if you have a tax ID
Select your statement and tax form delivery preferences.
💥IMPORTANT💥: When setting up your statement Preferences, please note that statements and tax forms are accessible only from the Clearent portal and you will need to login to the Clearent portal to review these forms.
If you would like to receive statements and tax forms via USPS mail instead of online within the Clearent portal, please uncheck these boxes.
When you reach the "Profile" section, you will see that the Card Sales Info fields have been automatically entered with the following values:
Average Single Sale Amount: $145
High Single Sale Amount: $5000
Total Annual Sales Amount: $500,000
These fields can be updated to reflect more accurate values for your practice. Select Save and Continue.
In the "Banking" section, please upload all appropriate banking information. This must be an account that Dental Intelligence can deposit and withdraw funds from. This will be the primary account in Clearent that funds will be deposited into daily.
Ensure that Deposits, Fees, and Chargebacks are check marked and a voided check is uploaded for verification purposes.
Choose to add the 'Quest - Dental Intelligence - Payments' in Equipment section. This is the virtual terminal that Engagement will connect with.
Once the Quest product has been added, click next.
💥IMPORTANT💥: When adding a virtual terminal, leave the quantity listed in the Quantity field as 1. This quantity applies to virtual terminals only. You have the ability to add physical terminals in the next step.
In the same page, select if you would like to purchase a physical terminal and fill out your shipping preferences and office address.
The last six questions come with pre-configured default settings, please choose the only available option.
In the "Contacts" section, add contacts of individuals who own 25% or more of the office. We require sensitive information specific to the owner(s)' DOB, SSN, and residential address so that Clearent can verify they are who they say they are and to ensure that they are not involved in any type of money laundering or terrorism.
For the Contacts: Add all owners as Signer AND Owner. Add an Office Manager or someone to be a general contact. For general contact, all we need is first and last name, phone and email.
For the DOB, you must select the year first.
Step 3: Submit application and await confirmation
Ensure that all of the necessary application fields are complete. Once the application is submitted, there will be a 24-hour period to confirm your enrollment with Clearent. You will not be able to use the Engagement Payments platform until enrollment is confirmed.
If additional documentation is required, a member of the payments team will contact you for additional information.
Step 4: Complete PCI Compliance requirement
Creating a new Merchant ID with Clearent will ensure that Dental Intelligence is following payment industry rules and mandates, and to ensure the security of payment processing for our customers and organization. Creating a new merchant ID with Clearent primarily allows us to implement KYC, or Know Your Customer, as part of the U.S. Patriot Act.
Once your application has been approved by Clearent, you will need to complete the PCI Compliance requirement in your Clearent dashboard. Click here to learn how.
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