Credit Card Payment

In the Payment window, at the upper right, is the Credit Card area.

Open Dental has integrated with three credit card processing companies. Each service must be enabled and set up before credit card payments can be processed.

More than one credit card processing program may be enabled in Open Dental and clinics may set up different credentials when using different merchant accounts.

If you are a payment processing company interested in direct integration with Open Dental, please see Direct Credit Card Integration with Open Dental.

Credit Card / ACH Payments

To process a credit/debit card payment, enter the payment details in the Payment window then select a card from the Credit Card dropdown. To directly withdraw from a patient's checking or savings account (ACH payment), select the PaySimple ACH account instead. Or select New Card to enter new account information.

Click X-Charge, PayConnect, or PaySimple to initiate the credit card processor. If multiple card processing programs are enabled, and a card or account is selected, use the program listed next to the number to process the payment. Otherwise, you will be prompted to enter new card or account information.

Apply to Recurring Charge: For patients with Authorized Recurring Charges, check to apply this payment to their next Recurring Charge.

After the card or account has been processed, the Credit Card Transaction Details will be automatically added to the payment note. It will indicate successful or declined transactions.

Click Print Receipt or E-mail Receipt on the payment window to manually send a receipt generated from the credit card processor. These receipts can also be set to automatically print after a successful transaction, see XCharge Setup or PayConnect Setup. To print a receipt that shows patient account information, see Receipt.

Click OK to post the payment to the patient account.

Note:
  • When a credit card transaction is declined, click cancel or try again. Clicking OK will post the transaction amount to the account.
  • When an ACH transaction is declined, the payment amount does not get updated automatically and will need to be manually changed. Run the Daily Payments Report and filter by the ACH payment type then reconcile the transactions with PaySimple reports to find the accounts with declined payments.
  • Clicking Cancel after a successful transaction will automatically void the payment.


Safely Storing Credit Card Information

XCharge, PayConnect, and PaySimple use tokens to safely encrypt and store credit/debit card numbers and expiration dates or checking and savings account information with PaySimple. Storing tokens is optional. When a token is saved, the card or bank account will be listed as a masked number on the Credit Card Manage window.

Storing Tokens:

If you require the card to be present for all transactions, you may prefer to not store tokens. To set the default storage option, see Account Module Preferences, Automatically store credit card tokens. You can also choose to save/not save a token when processing a single transaction (Save Token/One-Time Payment checkbox).

PCI Compliance

Your credit card processor may offer to enroll you in Payment Card Industry (PCI) compliance tools/assistance or charge you non-compliance fees if you do not complete the annual PCI DSS Self-Assessment Questionnaire (SAQ). PCI Compliance is required by the credit card industry for all merchants. Compliance is very difficult and time consuming to achieve. Many merchants may determine that the cost of the non-compliance fees are less than the cost of compliance. For more information: https://www.pcisecuritystandards.org/merchants/.