Add a Card to the Vault During Transactions

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You can add a card to the Vault during card-present and card-not-present transactions. Using either of these methods saves you a step in the process because you’re already collecting the patient's payment information.

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

Interactive Walkthrough

To follow an interactive walkthrough of this process, see Add a Card to the Vault During Card-Present Transactions.

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.
    Tip: Do not use special characters or spaces in Vault ID. The only accepted characters are letters, numbers, dashes (-), and periods (.).
    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.
    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.
    Examples:
    • 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.
    • 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.
  6. Wait for the cardholder to sign their signature on the card reader and for the receipt pop-up (Payment Accepted) and Vault Created indicator to appear.
    The Transaction Approved pop-up message. It states, “Transaction Approved. Signature requested.” It also has a No Signature button.
  7. Email or print the receipt with the Email or Print button from the receipt pop-up.
    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.
  8. Click Next.
  9. 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 card 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.

Interactive Walkthrough

To follow an interactive walkthrough on this process, see Add a Card to the Vault While Keying In Payments on the Payments Screen.

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.
    Tip: Do not use special characters or spaces in Vault ID. The only accepted characters are letters, numbers, dashes (-), and periods (.).
  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.
    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.
    Examples:
    • 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.
    • 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.
  9. Wait for the transaction's receipt pop-up (Payment Accepted) to appear, then the indicator that the Vault record was created (Vault Created).
  10. Email or print the receipt with the Email or Print button from the receipt pop-up.
    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.
  11. Click Next.
  12. 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 card 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.

Best Practices

  • 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.
  • If a patient wants to add more than one card to the Vault, for example an HSA card and a credit card, you can place additional cards on file outside of a transaction.
  • Because the cardholder's signature is not captured digitally when cards are added to the Vault from the Payments screen, obtain the cardholder's signature on a printed copy of the PAHCF for your records. You can print another copy of the PAHCF to do this.

Need Help?

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 our Customer Care team at [email protected] or call 800-337-3630 (option 3).
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