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This article explains how to process Virtual Card (credit card) payments from insurances in Elation Billing.

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Overview

While a more streamlined workflow is being developed, below is the recommended workflow for processing Virtual Card Remits (credit card payments from insurances).

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Things to Know Before You Start

  • Due to workaround steps, these payments will appear on the EHR’s Patient Payment Report
  • You will need to enable the Legacy Payment Workflow (at least temporarily)

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Workflow Instructions

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Enable Legacy Payment Workflow

  1. In Elation Billing, navigate to Settings → Practice Settings
  2. Select the Billing Rules tab
  3. Enable Legacy Payment Workflow

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Processing Virtual Card Payments

  1. Create Insurance Patient Chart - In the EHR, create a Patient Chart for the Insurance (e.g., “Aetna Virtualcard”):
    • First/Last Name
    • DOB (choose any)
    • Sex at Birth (choose any)
    • Cellphone or Email for receipts (recommend your office email)
  2. Collect Credit Card Payment - Collect a new Credit Card Payment on “Aetna Virtualcard” as an Outstanding Balance. Optionally add an Internal Note.
  3. Create Insurance Payment - In Elation Billing, create a New Insurance Payment. Post as usual (include VC number as Reference number). This allows you to:
    • Track it as an insurance payment
    • Use Auto Post when available
  4. Zero Out Patient Payment - With Legacy Payment Workflow enabled, edit “Aetna Virtualcard’s” Payment in Elation Billing and change the Payment Amount to $0.