Overview
This article provides step-by-step instructions for processing virtual credit card (VCC) payments received from insurance companies and how to post the EOB in ChiroHD. These payments are typically sent instead of physical checks or bank transfers and require a two-step process: running the payment and posting the EOB.
Steps to Process Virtual Credit Card Payments
Step 1: Set Up a Fake Patient
To properly process a VCC payment, you need to set up a fake patient. This patient acts as a "piggy bank" for virtual credit card payments. This is necessary because:
Payments from insurance companies often cover multiple services across multiple patients.
Running a virtual credit card directly on a patient’s account would not accurately reflect the payment distribution.
Virtual terminal payments outside ChiroHD (like those through Foris or Cash Practice) will not connect to the ChiroHD ledger.
To Set Up the Fake Patient:
Click anywhere on the calendar to create a new patient (this just needs to be performed one time).
Name the new patient in ChiroHD with a clear identifier, such as "Fortis VCC" or "VCC Account" (adjust as needed for your office).
Click "Create Patient Only" so there is no appointment scheduled.
Optionally, mark the patient as inactive to avoid showing them on your active patient list.
Step 2: Run the Virtual Credit Card Payment
Open the account of the fake patient.
Click on Transaction and then Payment.
If using an integrated merchant service (e.g., Foris, Cash Practice), the Payment Type will automatically populate. Enter the payment amount and click Submit.
If not using an integrated service, click Payment and select the payment method (e.g., Visa). Do not select “Insurance Check.”
Complete the payment entry as usual.
Important: The payment will appear as a "patient payment" at this stage. This will be adjusted in the next step.
Step 3: Post the EOB
After processing the virtual credit card, the next step is to convert the payment from a "patient" payment to an "insurance" payment by posting the EOB. This will also allocated the insurance payment to the specific line items on a patient's ledger.
To Post the EOB:
Navigate to the Insurance tab and select Process EOB.
Choose Virtual Credit Card from the dropdown menu.
Enter the third-party payer and adjust the date range, if necessary.
In the Patient field, select the fake patient (from Step 1) from the dropdown. You will have to start typing out the name of the "patient" and the select them from the drop-down menu.
In the Transaction field, click the drop-down arrow and choose the specific payment or transaction associated with the EOB.
Enter the Check Number and Memo (recommended).
Enter the Check Amount. This amount would be the same value as the payment amount.
Note: This step ensures that the payment is correctly categorized as an insurance payment. Skipping this will result in duplicate entries (one as a patient payment, and another as an insurance payment), leading to incorrect collections.
Step 4: Allocate Payments to Individual Patients
Finish the EOB posting by allocating payments to the appropriate patients, following the usual EOB posting process.
Key Considerations
Internal Billing vs. External Billing: If you handle billing internally, your team can manage the entire process. If you use an external billing company, coordinate with them to determine who handles each step of processing and posting.
Integrated vs. Non-Integrated Services: For integrated merchant services, payment information will appear automatically. For non-integrated services, make sure to manually enter the payment method accurately.
Summary
To process virtual credit card payments in ChiroHD:
Set up a fake patient to act as the payment holder.
Run the payment under the fake patient’s account.
Post the EOB using the virtual credit card option to convert the payment from a patient payment to an insurance payment.
Allocate payments to each patient as needed.
Following these steps ensures that VCC payments are processed correctly, preventing inaccurate records and duplicated entries.
For further assistance, please contact ChiroHD Support.