Process Insurance Credit Card Payments

You can process single-use credit cards received from insurance companies directly in your payment collections workflow. 

Requirements

To process insurance credit cards within Avea, you'll need to apply for Elavon merchant services through Waystar. This process must be initiated by the Avea Team, please contact Support for help. Note: While there is no additional charge in Avea to process insurance credit cards, Elavon charges a transaction fee for each card processed. This will be covered during the merchant services application process. 

Enter Payments in Work Center

When entering paper EOBs/Checks in the Work Center, you can process the insurance credit card after entering the check details. 

1. Open the Work Center and choose Insurance Payments.
2. Open the Enter Insurance Payment Collections tab, then click Create Payment Collection.
3. Post the check information following the standard manual payment posting process. 
4. The check's Details page automatically opens once the check information is saved. From the page, click the Collect Payment button.
5. From the Collect Payment window, enter the following information:
   • Payment Type: The only option here is New Card.
   • Name: Enter the Insurance Company name
   • Number: Enter the Credit Card Number
   • Expiration Date
   • Zip Code
   • Amount: Enter the full credit card payment amount. 
6. Click Collect Payment. 
7. If successful, you'll receive a Payment successful message and the Transaction will be listed under the Insurance Credit Card Transaction section.
   • Important: You can only collect one insurance credit card per check. You'll notice that the Collect Payment button is no longer available on the Details page after the credit card has been processed successfully. 
8. Clicking View Details allows you to view transaction information like ID and Authorization number. 

Enter Payments in Records Center

You can collect insurance credit card payments directly from the Payment Collections table in the Records Center. A payment collection will already need to be created to collect a payment here. 

1. Open the Records Center and choose Insurance Payments. 
2. From the Payment Collections tab, click the Collect Payment link. You may need to scroll to the right to view this link.
3. From the Collect Payment window, enter the following information:
   • Payment Type: The only option here is New Card.
   • Name: Enter the Insurance Company name
   • Number: Enter the Credit Card Number
   • Expiration Date
   • Zip Code
   • Amount: Enter the full credit card payment amount. 
4. Click Collect Payment. 
5. If successful, you'll receive a Payment successful message.
   • Important: You can only collect one insurance credit card per check. You'll notice that the Collect Payment link is no longer available on the table after the credit card has been processed successfully. 
6. Click on the Check Number to view the Insurance Credit Card Transaction information.
7. Clicking View Details allows you to view transaction information like ID and Authorization number. 

Reporting on Insurance Credit Card Payments

Today, the only reporting option for Insurance Credit Card Payments is to download the Payments Collections table under Records Center > Insurance Payments. Click the Download to Excel button.

The file contains three specific data columns: Has Insurance Credit Card, Insurance Credit Card Amount, and Transaction Date.