What are the best practices for Vault ID?
Create a Vault ID that identifies the patient and their account information on file. For example, using the patient ID from your EMR as the Vault ID helps track and match information across systems.
Can multiple cards be stored, such as an HSA in addition to a credit card?
Yes. For the Vault ID, use a unique identifier, like the patient ID from your EMR, to easily find the payment method. If a patient wants to save multiple cards, use a suffix like “-HSA” and “-VISA” for each card.
If I put a Card on File in Vault, will it automatically charge?
No, cards on file in Vault are only charged when you follow the steps to run a payment from Vault. If you want to set up automatic payments, you can create a Recurring payment plan from a card on file in Vault.
Is there a maximum amount and a year restriction?
For each card you store on file in Vault, you will set a maximum amount to charge per visit or per year. This information is included on the Pre-Authorized Healthcare Form (PAHCF) that you will share with the patient, and the PAHCF is valid for one year.
Is the signature on a PAHCF needed?
Yes, capturing the signature is important. It serves as proof of the cardholder’s authorization, which can protect your practice against chargebacks and fraud if the charge is disputed.
How should I incorporate this feature with co-pays or insurance in general?
Use Vault to collect the amount the patient is responsible to pay after insurance. Ensure that the amount is within the Maximum Amount authorized by the PAHCF, and notify the patient before collecting the balance.
What happens if a card is expired?
Card Account Updater reduces transaction declines and minimizes disruptions caused by expired, lost, or reissued cards by contacting card-issuing banks and automatically updating payment details. To enable Card Account Updater for your practice, contact Customer Care at 800-337-3630, option 3 or moc.htlaehelgnatcer@erac.
