Intro
While we develop a more streamlined workflow for this process, below is the recommended workflow for processing Virtual Card Remits (credit card payments from Insurances)
Things To Know Before You Start
Due to the workaround steps to allow you to process VCs directly in Elation, these payments will appear on the EHR's Patient Payment Report
You will need to, at least temporarily, enable the Legacy Payment Workflow (which allows for the editing of patient payments in Elation Billing)
Enable the Legacy Payment Workflow (required for Step 4)
in Elation Billing, navigate to Settings → Practice Settings
Select the Billing Rules tab
enable Legacy Payment Workflow
How to Accept and Post Funds From a Virtual Card (VC) in Elation
Step 1
In the EHR, create a Patient Chart for the Insurance (e.g. "Aetna Virtualcard" - this is how I'll refer to the VC "patient" moving forward). The following info will be required when creating the Chart:
First/ Last Name
DOB (choose whatever you like)
Sex at Birth (choose whatever you like)
Cellphone or Email for receipts - we would advise your office's email address for simplicity
Step 2
collect a new Credit Card Payment on "Aetna Virtualcard" as an Outstanding Balance
optional - leave an Internal Note for any clerical record you may want on the payment
Step 3
in Elation Billing, create a New Insurance Payment - post it as you typically would (typically we include the VC number as the Reference number). Posting it as an insurance payment allows you to 1) track it as an insurance payment rather than as a patient payment, and 2) allows you to Auto Post (when available)
Step 4
Assuming the Legacy Payment Workflow is on, Edit "Aetna Virtualcard's" Payment in Elation Billing
change the Payment Amount to $0