ICANotes users with the BillFlash integration may now collect credit card payments via BillFlash within the ICANotes program. This functionality will work with the following types of payment collection:

-Copay collected via credit card through the Calendar

-Payment collected via credit card in Patient Accounts

-Pre-payment collected via credit card in Patient Accounts

Please see the Frequently Asked Questions section following the outlined steps below for additional information about credit card processing via BillFlash.

Your account must be enabled for BillFlash in order to utilize this feature; Security Administrators likewise should call ICANotes Support to enable the group rule, "Billflash CC Integration". Setup includes establishing the account credentials for BillFlash entered in Group Level Settings and Directories > Integrations > eBilling

Start by setting up the payment to be collected. If collecting a copay via the calendar, open the Event Details for the scheduled appointment and click the collect copay button

In the New Patient Payment window, specify the source as ‘Credit Card’, then click Done

You’ll be prompted with an option to ‘Charge CC’ or ‘Record Only’. As stated in the prompt, the option to Record Only merely records the amount collected for Patient Accounts and does not route through BillFlash. Choose the option Charge CC to proceed with collecting the payment via credit card with BillFlash.

Within your ICANotes session, you will be taken to the BillFlash module where you can finish processing the credit card payment. The payment amount and method will automatically be selected for you.

Choose a payment source (1), then select whether you will swipe the credit card or key in the card information (2). If you select the option to key in card information, additional fields for the card number, expiration date, and zip code will appear. Click Submit (3) when finished.

Following a brief ‘Processing please wait’ message, you’ll be taken to a confirmation screen with payment details:

From here you can view the details of the credit card transaction (a), print a receipt (b), or cancel the transaction if an error was made (c). To return, click the Back to ICANotes arrow at the top left of your screen (highlighted in yellow above).

The Event Details window will display a confirmation of the collected payment, with a note to check Patient Accounts for details

In Patient Accounts, click the pencil icon on the line item for the collected Copay to view details. You can view the full Copay workflow here: Collecting Copays

Find the payment in the Code: Specific tab within the Edit Service window, then click the pencil icon to edit/view details

Transaction details from BillFlash will automatically populate within the payment description in Patient Accounts

Collecting a Payment/Pre-Payment via Patient Accounts

The same workflow may be followed in Patient Accounts whether collecting a patient payment or a pre-payment.

If collecting a Pre-Payment via credit card in Patient Accounts, start by clicking the Collect Pre-Payment button toward the top left of the screen

In the Add Pre-Payment window, specify the dollar amount to be collected, set ‘credit card’ as the Source, then click Done

You’ll be prompted with a choice between Charge CC and Record Only. To proceed through BillFlash, click the Charge CC option.

As outlined above, complete the additional details within BillFlash:

Choose a payment source (1), then select whether you will swipe the credit card or key in the card information (2