Manual for Collecting Payments

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Telephone and Vi rtual Health Consults wi th NEW Pati ent Payment Platform

Uni te agai nst COVID-19

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COLLECT YOURVIRTUAL HEALTH PAYMENTS IN 3 EASYSTEPS

STEP 1: PHONE OR VIRTUAL CONSULT

STEP 2: CREATE INVOICE IN M EDTECH

STEP 3: SEND INVOICES IN BULK -

NO M ORE EXPENSIVE POSTAGE SEND INVOICES IN BULK PROM PTS PATIENT TO PAY ONLINE SUPPORTS DEBIT/ CREDIT CARDS BANK TO BANK THROUGH POLI COM IING SOON AUTOM ATIC RECONCILIATION TO PM S

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PAYMENT MANAGER NOMORE HASSLE -

Allow patients to con ven ien t ly pay for current or outstanding balances with online payments.

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Designed for patient ease and takes less t h an 1 m in u t e t o pay with their debit/credit card details or PoLi (coming soon!).

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Payment is au t om at ically collect ed and the in voice r econ ciled in your PMS.

" Th e syst em h as sign if ican t ly r edu ced m y st at em en t r u n , t im e spen t st u f f in g let t er s an d post age. I w or k ed ou t each let t er cost s m e m or e t h an $5!"

Masterton Practice

Fan t ast ic, How Does it Wor k ?

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Your patient receives a notification via text of the outstanding balance and a personalised secure link to their invoice from your patient management system.

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Your patient clicks on the link to open their invoice that has your branding and the date of service (note: no service details are displayed).

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Accepting the invoice, your patient can click Pay Now to enter their card details.

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The security badges are displayed for the payment. The card details are not collected in any way. We used Stripe as our payment platform and conforms to PCI DSS standards (https://stripe.com/docs/security). PoLi (bank to bank) transactions in immediate development.

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A receipt of payment is automatically sent via email and invoice is reconciled. Volia!

" Hu n dr eds of paym en t s ar e collect ed an d r econ ciled au t om at ically. Th is h as r edu ced t h e st r ess on m y t eam t r yin g t o ch ase pat ien t s" Auckland Practice

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PAYMENT MANAGERHOWDOI RUNMY FIRST ACCOUNTS CAMPAIGN?

It t ak es less t h an 5 m in u t es t o r u n an accou n t s cam paign on Ven sa,com on ce you r accou n t h as been set u p w it h t h e Ven sa Su ppor t Team .

St ep 2: Log-in t o you r Ven sa.com accou n t as I'm a Pr act ice

St eps t o r u n a cam paign : h t t ps:/ / login .ven sa.com / h om e

St ep 1: Open you r In t er n et Br ow ser .

Google Ch r om e w or k s t h e f ast est .

St ep 2: Log-in t o you r Ven sa.com accou n t as I'm a Pr act ice h t t ps:/ / login .ven sa.com / h om

St ep 3: You n ow see t h e Ven sa.com lan din g page. Look t o t h e lef t -h an d t ool bar .

You r Ven sa.com Lan din g Page:

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CLICK ON CAMPAIGNS ANDRECALLS

St ep 4: On t h e Lef t - h an d side you h ave a m en u of Fu n ct ion s

St ep 5: Click on Cam paign s an d Recalls

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CLICK GET STARTED TORUNACCOUNTS You r Accou n t s Lan din g Page w ill open :

St ep 6 Click Get St ar t ed

Wait as you r in voices ar e bein g pu lled f r om M edTech :

If you h ave a lar ge dat abase t h is pr ocess cou ld t ake a f ew m in u t es as t h e syst em is pu llin g all in voices f or you t o f ilt er .

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You r Tot al In voices w ill appear w it h Pot en t ial Reven u e:

CLICK START TO FILTERINVOICES

St ep 7: Click St ar t t o f ilt er In voices

St ep 8: Select Age of Debt an d Tar get Popu lat ion

Nam e you r cam paign w it h t h e dat e an d age of debt t ar get ed Exam ple: " 30 M ar 2020 Cu r r en t Debt "

Select you r In voice Dat e Ran ge

En t er t h e r an ge t h at you w ou ld like t o collect . Som e clin ics it s an yt h in g over $5, som e w an t t o collect ever y cen t .

If you h ave aler t s f or au t om at ic payer s. You can select t h at aler t t o exclu de t h ose pat ien t s.

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CLICK FILTERTOPULL PATIENT LIST Exam ple of you r f ilt er Set t in gs:

Tick box: You can sen d t h e in voice lin k t o pat ien t s t h at don't w an t t o r eceive r egu lar m essages by t ext .

St ep 9 Click Filt er

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You can n ow see h ow m an y pat ien t s m eet you r cr it er ia:

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MODIFYYOUR MESSAGE

M odif y you r Text M essage based on Age of Debt : Click h er e if you n eed t o ch an ge you cam paign f ilt er set t in gs

St ep 10: M odif y you r t ext m essage t o pat ien t based on age of debt . You r m essage M UST con t ain Ven sa lin k

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CLICK SENDNOW St ep 11: Sen d you r t ext m essage t o all pat ien t s m eet in g you r cr it er ia

St ep 12: Voila you ar e don e. Gr ab a cof f ee an d w at ch as paym en t s com e in !

Click HERE t o get St ar t ed

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You r a St ar , let s THAT LOOKS GREAT get you goin g! WHAT DOES IT COST? Th e m or e you u se, t h e ch eaper r at e per on lin e t r an sact ion r at e w e can pr ovide: Nu m ber of M on t h ly Tr an sact ion s pr ocessed on lin e:

Click

Per Tr an sact ion Rat e:

0-200

12.75%

201-500

10.75%

500-1000

9.75%

1001+

8.95%

HERE t o get St ar t ed

An y Qu est ion s?

Con t act Sar ah at szu b@ven sa.com

* all pr ices exclu sive of GST * m essagin g is t ak en ou t of m on t h ly TXT2Rem in d bu n dle

or (09)526-1203 https://www.vensa.com/txt2remind

Sarah Zub VPPractice Success & Innovation

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You r a St ar , let s CHECKLIST TOCREATE get you goin g! YOURVENSAPAY

ACCOUNT

Next St eps: - ou r t eam w ill get in t ou ch w it h you . Click HERE! - w e con n ect w it h you r IT f or t h e in st allat ion - ou r t eam w or k s w it h you t o set -u p you r Ven saPay accou n t & sen d you r cam paign s - t h e r edu ced t r an sact ion f ee based on volu m es w or k au t om at ically

An y Qu est ion s?

Con t act Sar ah at szu b@ven sa.com or (09)526-1203 Sarah Zub VPPractice Success & Innovation

These are the few bits of information that we will need to deposit the funds directly to your practice's account as per New Zealand banking legislation:

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Legal Regist r at ion Nam e (this is the name the entity is registered under the Companies Office https://companies-register.companiesoffice.govt.nz/ )

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New Zealan d Bu sin ess Nu m ber (https://www.nzbn.govt.nz/mynzbn/search/ )

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Scan n ed copy in JPEG or PNG of the Legal Repr esen t at ive ID (the majority owner of the practice or person who oversees the legal affairs of the company)

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Logo (if you have one, if not we can help you make one for your personalised invoices)

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Af t er Sen din g you w ill com e t o you r paym en t Dash boar d:

Paid

UNDERSTANDINGMY PAYMENTS DASHBOARD

Look u n der " Paid" Tab. You can see paym en t s bein g m ade in r eal-t im e an d m et h od. Recon ciliat ion t o M edTech in voice is AUTOM ATIC!

Exam ple of Recon ciliat ion in M edTech :

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UNDERSTANDINGMY PAYMENTS DASHBOARD

Un paid

Reject ed

In t h e " Un paid" Tab, look u n der " St at u s" colu m n . You w ill see in r eal t im e as pat ien t s r eceive t h eir m essage. If t h ey h ave click ed on t h e lin k t o open t h eir in voice, t h is w ill ch an ge t o " Open ed" .

Look u n der t h e " Issu e" colu m n . If t h e pat ien t r eplies back t o t h e m essage or st at es t h ey don't r ecogn ise t h is bill, you w ill f in d t h e r eason h er e f or f ollow -u p. Th e lin k r em ain s act ive u n t il t h e n ext cam paign , so t h e pat ien t can pay an yt im e.

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PAYMENT MANAGER WEHAVEMORE COMINGSOON! Becuase you are so amazing, we want to make life even easier!

Our next release will have the following features: -

PoLi in t egr at ion whereby patients are able to make bank to bank transfers in less than a minute. This will help support populations that do not have a debit/credit card.

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Au t om at ic Em ail in voices as well as text. You can send your in multiple ways which will reduce the amount of postage for those patients that don't have mobile numbers (such as elderly populations). They will be able to click "pay now" in their email and easily pay the invoice.

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Set up Au t om at ic Cam paign s! You will be able to set the system to send the text and email invoices at set frequency and time (such as at the end of every business day or every week).

Click HERE t o get St ar t ed