The Virtual Terminal is a part of the Dental Intelligence Payments feature. If you're interested in learning more about Dental Intelligence Payments with Xplor Pay, CLICK HERE to request a demo!
With Dental Intelligence Payments, you have the ability to collect payments via the Virtual Terminal. Here you are able to process insurance payments using a patient's virtual card, most likely found on their Explanation of Benefits (EOB) Document.
Looking to learn even more about Dental Intelligence Payments? Check out our on-demand webinar!
Process an Insurance Payment via the Virtual Terminal
Method 1: Select the 'This is an insurance payment' option during checkout
If the patient is using an HSA/FSA card or EOB virtual card card to pay for their visit, select the 'This is an insurance payment' checkbox during checkout.
Click on the 3-dot menu next to the patient's name and hover over Payments
Select Virtual Terminal Payment
đ IMPORTANT: Wait for the silver loading block(s) to disappear before proceeding
To process the patient's payment, enter the following information:
The payment screen will default to the patientâs balance due, but the amount can be adjusted as desired
Note: If your practice has enabled credit card surcharging, be sure to waive the surcharge fee for this transaction by selecting the 'Disable surcharging for this payment' checkbox
Because the patient is paying with an insurance card payment method, select the 'This is an insurance payment' checkbox
Add the patient's card information
Add the card billing address zip code. If using an EOB card, do NOT refer to the zip code found at the top of the EOB, this is the return address. Instead, refer to the address provided on the last page of the virtual card document:
Optional: If the patient would like to save this card information to their file so you can select it as a payment option at their next visit, select the 'Save this card for future payments' checkbox
When finished, click Submit to process the transaction
Important notes about insurance payments in Dental Intelligence
Payments marked as insurance payments are not automatically posted to the ledger and are not written back to your PMS
The patient is not emailed when an insurance payment is made
Refunds are not available on insurance payment transactions
Method 2: Create an unlinked patient for all insurance payments
In Dental Intelligence, click on the Patients dropdown in the lefthand menu, then click Patient Finder
Click the Create patient button to create an Unlinked Patient
Name the patient 'Insurance Payments'
Enter a date of birth (This does not have to be the patient's DOB. You can use 01/01/1901). Leave the email/phone number fields blank
Once the Insurance Payments unlinked patient has been created, click on the Revenue Cycle dropdown, then click Payments
Click on Collect payment button found in the upper right hand corner
Click Virtual terminal from the dropdown menu
Search for and select the patient named Insurance Payments
Enter the amount to be collected for the patient
Enter in the card information provided on the EOB (most likely found on the Explanation of Payment page). An example of a common Virtual Card type is QuicRemit. Here is an example of what the Virtual Card might look like:
When entering the zip code, do NOT refer to the zip code found at the top of the EOB, this is the return address. Instead, refer to the address provided on the last page of the document:
Remember to de-select the "Save this card for payments" checkbox as we do not want to save the virtual card
Click Submit
Manually post the individual insurance payments to each patient ledger
In your Dental Intelligence Payments dashboard locate the deposit made under the name Insurance Payments
Select the Actions button to the right of the Insurance Payments transaction and then click Manually mark as "Posted to ledger"
Important notes about insurance payments in Dental Intelligence
Insurance payments are not automatically posted to the ledger and are not written back to your PMS
The patient is not emailed when an insurance payment is made
Refunds are not available on insurance payment transactions