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Add a Card to the Vault During Transactions

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The Vault is where you can store card information securely for future payments. Bridge™ Payments offers three ways to do this:

  1. Add a card to the Vault during transactions.
  2. Add a card directly in the Vault (outside a transaction).
  3. Send a Payment Authorization form via email or text for the patient to place their own card on file.

This article covers the first method: adding a card to the Vault during transactions.

Adding cards to the Vault during transactions saves you a step in the process because you’re already collecting the patient's payment information.

To make it a required step for staff to place a Card on File in the Vault during every transaction, use our Help Center's Chat with us button or chat icon, contact [email protected], or call 800-337-3630 (option 3).

You can add a Card on File to Vault while taking card-present payments and taking payments on the Payments screen, but note that the steps to do so will differ slightly.

Instructions:

Add a Card on File in Vault While Taking Card-Present Payments

Video Instructions

Text Instructions

  1. Complete the Payment Details section and other information on the Enter Card Details pop-up that appears.
    The Enter Card Details pop-up. The Payment Details are filled in.
  2. Click the + (plus) icon next to Vault Information.
  3. In the Vault Information section, enter a Vault ID.
    For the Vault ID, use a unique identifier, like the Patient ID from your electronic medical records (EMR), to associate the card to the patient and easily find the payment method in the future. If a patient wants to save multiple cards, use a suffix like "-1" and "-2" at the end of each Vault ID.
    Do not use special characters or spaces in Vault ID. The only accepted characters are letters, numbers, dashes (-), and periods (.).
    If a patient wants to add more than one card to Vault, for example an HSA card and a credit card, you can place additional cards on file outside of a transaction.
    The Enter Card Details pop-up. The Vault Information section is expanded.
  4. Enter a $ Maximum Amount (the maximum amount to be charged) and choose whether the maximum amount applies to All visits this year or This visit only.
    The maximum amount you enter and the selection for "All visits this year" or "This visit only" are included on the Pre-Authorized Healthcare Form (PAHCF) that the patient signs.
    Tip: Choose All visits this year unless the card is being saved specifically for a single visit's balance. Otherwise, the PAHCF may not be valid for future visits.
    Example: If a patient's co-pay is $30 each visit, you could set the $ Maximum Amount to $30.00 and specify All visits this year.
    Example: If you plan to collect a post-insurance balance for a procedure, you could set the $ Maximum Amount to the post-insurance balance and specify This visit only.
  5. Click Submit.
    After you submit the payment, the cardholder will be prompted for their signature on the card reader. This signature will apply to both their payment and the PAHCF for their card on file.
    The Transaction Approved pop-up message. It states, “Transaction Approved. Signature requested.” It also has a No Signature button.
    After the cardholder signs, the receipt pop-up (Payment Accepted) for the transaction will appear and you will see an indication that the Vault record was created (Vault Created).
  6. Email or print the receipt with the Email or Print button from the receipt pop-up, then click Next.
    The Payment Approved window. It has fields for recipient email address(es), the subject line, and custom message, and Email, Print, and Next buttons.
    To print the receipt: Click Print > wait for the Browser Print pop-up to open > format as desired, then click Print.
    To email the receipt: Enter the recipient's email address > modify the default Subject line (if desired) > if desired, add a custom message by typing your text above the default "Do-Not-Reply" message > click Email.
  7. On the Pre-Authorized Healthcare (PAHCF) screen, choose to view, print, or email the PAHCF.
    To view or print the PAHCF: Click the Print button—a print preview window will appear for you to view the PAHCF or choose to Print it.
    To email the PAHCF: Enter the patient's email address > add a descriptive subject for the email > if desired, add a custom message to explain that the form represents consent to use the ACH account information for future payments > click Email.
    The Pre-Authorized Healthcare Form (PAHCF) pop-up. It has fields for the recipient email address(es), Subject, and message. There are three buttons: Email, Print, and Close.

Add a Card on File in Vault While Taking Payments on the Payments Screen

Payments on the Payments screen are also called card-not-present payments.

Video Instructions

Text Instructions

  1. Select Payments in the left menu.
  2. If your practice has multiple locations, select your location in the Merchant Account drop-down list.
  3. Enter the Card Number, Expiration Date, and CVV.
    The Payments screen of Bridge Payments. It has the following sections: Merchant Account, Card Information, Cardholder Information, Vault Information, and Additional Information.
  4. Enter the cardholder's:
    • Last Name
    • First Name
    • Address
    • City Name
    • State
    • Zip Code
    • Total dollars and cents amount
  5. Select the Add to Vault box at the bottom of the transaction details.
  6. Under Vault Information, enter a Vault ID.
    For the Vault ID, use a unique identifier, like the Patient ID from your electronic medical records (EMR), to associate the card to the patient and easily find the payment method in the future. If a patient wants to save multiple cards, use a suffix like "-1" and "-2" at the end of each Vault ID.
    Do not use special characters or spaces in Vault ID. The only accepted characters are letters, numbers, dashes (-), and periods (.).
    If a patient wants to add more than one card to Vault, for example an HSA card and a credit card, you can place additional cards on file outside of a transaction.
  7. Enter a $ Maximum Amount (maximum amount to be charged) and choose whether the maximum amount applies to All visits this year or This visit only.
    The maximum amount you enter and the selection for "All visits this year" or "This visit only" are included on the Pre-Authorized Healthcare Form (PAHCF) that the patient signs.
    Tip: Choose All visits this year unless the card is being saved specifically for a single visit's balance. Otherwise, the Pre-Authorized Healthcare Form (PAHCF) may not be valid for future visits.
    Example: If a patient's co-pay is $30 each visit, you could set the $ Maximum Amount to be $30.00 and specify All visits this year.
    Example: If you plan to collect a post-insurance balance for a procedure, you could set the $ Maximum Amount to the post insurance balance and specify This visit only.
    The Vault Information section of the Payments screen of Bridge Payments. The checkbox for ”Add to vault" is selected, and ”This visit only" is selected. The Vault ID field has an entry.
  8. Click Submit.
    After you submit, the receipt pop-up (Payment Accepted) for the transaction will appear first, and you will see an indication that the Vault record was created (Vault Created).
  9. Email or print the receipt with the Email or Print button from the receipt pop-up, then click Next.
    To print the receipt: Click Print > wait for the Browser Print pop-up to open > format as desired, then click Print.
    To email the receipt: Enter the recipient's email address > modify the default Subject line (if desired) > if desired, add a custom message by typing your text above the default "Do-Not-Reply" message > click Email.
  10. On the Pre-Authorized Healthcare (PAHCF) screen, choose to view, print, or email the PAHCF.
    To view or print the PAHCF: Click the Print button—a print preview window will appear for you to view the PAHCF or choose to Print it.
    Because the cardholder's signature is not captured digitally when cards are added to Vault from the Payments screen, it is a best practice to obtain the cardholder's signature on a printed copy of the PAHCF for your records. To print another copy of the PAHCF, search for the card that you added on file in Vault and then click the Vault ID column.
    To email the PAHCF: Enter the patient's email address > add a descriptive subject for the email > if desired, add a custom message to explain that the form represents consent to use the ACH account information for future payments > click Email.
    The Pre-Authorized Healthcare Form (PAHCF) pop-up. It has fields for the recipient email address(es), Subject, and message. There are three buttons: Email, Print, and Close.
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