Re: Credit Card on File, Security of Data, Charging Patients -- Elavon Merchant Account

February 20, 2011

Look at Transengen too. It was set up w doctors offices in mind. with all of these companies, you could try to negotiate better deals.

Some have mentioned requiring patients to keep a credit card on file at the office.

Then when an EOB comes through, the account is charged for the amount due by the patient.

Some give a small discount - since there is some savings with not having to mail out a statement - or at least the letter is actually just a receipt for the payment and not a request for payment.

Improves the revenue cycle, etc.

Some docs have even made this CC on file a requirement to be part of the practice - much to the chagrin of some patients.

Anyway, looking over other options for online payments, etc, I see that Elavon has a cool option to allow this CC on file, but it is encoded in such a way that it wouldn't be useful to anyone else.

They allow a " token " to be set up and this is a unique alpha-numeric # that is attached to your specific merchant account.

So if anyone else got the special token # and tried to use it anywhere else, it won't work.

They even mention it being helpful for use on recurring payments, etc.

This would be a cool option in the sense that you could easily keep this unique Token # in the EMR chart somewhere (eclinicalworks has a section that isn't part of the chart, but is easily seen when the patient's chart is open -- or could even put in the patient " info " section - or could even make a fake " insurance " that would have the Token as the member ID for that " insurance " ).

I wouldn't feel so awkward about having all that info laying around for the credit card this way.

I'll have to check into it further to see if it really would work - and see what the costs are - if any.

Anyone using this option through Elavon -- or their own Merchant?

Not everyone uses Elavon - I use through my Costco account.Been happy with the pricing overall.

http://www.elavon.com/acquiring/costco/

Costco Member Pricing forVISA/MasterCard and Discover Transactions*

Small-TicketRetail Merchants1.37%

Plus 12¢ percard-swiped transaction

RetailMerchants1.48% Plus 20¢ percard-swiped transaction

Internet and Mail/TelephoneOrder Merchants1.99% Plus 27¢ pertransaction

================================================

Here is how the Token option works.

https://www.internetsecure.com/Elavon/showPage.asp?page=CIMB

Cardholder Information Management and Billing (CIMB)

Many merchants who serve regular/returning customers require the ability to bill those customers on a custom basis for varying amounts. However, the significant infrastrucuture required to safely store and secure a database of cardholder data " in-house " makes it too expensive and onerous for many businesses to undertake. With today's increased focus on data security, many merchants are opting to maintain their customer information via third-party sytems, like Elavon's Cardholder Information Management and Billing (CIMB). CIMB allows you to create and maintain a database of cardholder credit card information - called " tokens " - and then submit requests, via a number of different formats, to charge those cardholders for the amount of your choice. These tokens are stored by the InternetSecure Gateway on secure servers, elmimating the need for you to invest in the time and expense of PCI compliance for your own system. You'll simply associate that token with your customer's profile in your own database. When that cardholder wishes to make a purchase or when you have a need to bill them for a product or service, you'll only need to pass us the token in your transaction request and our CIMB module will do the rest. CIMB is permission-based and must be turned on for your account. The Signatory on the merchant account (signing authority on file) must submit a request to add the feature. Once the feature is activated, the Signatory may assign permission to use the feature to any User on the account, through the Manage Users option in the Merchant Area. Transactions processed through this module are charged the same rates as your regular sales and are paid to you on the same schedule. Your Transaction Query section will also contain the history of these sales, for review at your convenience.

What Exactly Is A " Token " ?A token is a 16 character, randomly generated, alpha-numeric record of a credit card number. The first four digits correspond to the last four digits of the credit card number to which it is associated, to allow for cross-referencing to Transaction Query, if necessary, after transactions are processed. Like a credit card number, it is unique; no two tokens are the same. A token replaces the need for merchants to pass us cardholder information on a transaction request and therefore removes the need for the merchant to actually store any cardholder data. Instead, they will associate their customer in their internal database with the unique token ID they have created in the CIMB module. When submitting a transaction for processing, they will submit the Token in place of cardholder data. Why Are Tokens Safer?A CIMB Token can be used only through the merchant account to which it is associated. On its own, it has no value to anyone and therefore does not create exposure for the merchant if token numbers are stolen or misplaced. How Tokenization Works

Merchant will create, via their choice of several methods, a database of cardholders in the CIMB module (including all billing address details, email address and card number data). The system will assign a unique Token number that the merchant may use to cross-reference with customer information in their own database. Merchant will submit, via one of several methods, transaction requests which the system will pass through a verification process (to identify and exclude invalid data). Within 30 minutes, our system will validate the file for format and content and post a report of results. Validated records will be queued for processing. Failed records will be excluded from the queue for the merchant to correct and resubmit in a subsequent file. The queue of validated requests will be submitted to the Issuers for authorization every two hours, beginning at 1 a.m. each day. Merchant will receive an email confirmation of processing results. Confirmation receipts for transactions will be issued to both cardholder and merchant, if requested (optional settings). Merchant can view Processing results in one of a number of ways, via export script, via Merchant Area Transaction Query and via download of response variables from the CIMB module.

What Transaction Types Does CIMB Support?CIMB will accept transaction requests for both pre-authorizations and sales. Pre-authorization can then be completed for one of " card on file " , " recurring " or " installment " payment types. Refunds for CIMB-processed transations may be initiated via the Merchant Area or by passing us an XML request. Getting Started with CIMBWhen the Signatory submits a request to the Merchant Services Team to activate the Customer Information Management and Billing Module, it will first appear on the Signatory's login to the Merchant Area under a link on the top toolbar. The Signatory may use the feature him/herself or assign the permission to another User by choosing Options from the top toolbar and proceeding to Manage Users. The CIMB checkbox will appear under Permissions for new or existing users and must be checked off in order to activate it for that particular User. Once permission has been activated, the User will also see the CIMB link on the top tollbar of their own Merchant Area login. Now you're ready to create and manage your CIMB database. Refer to the " Add " menu on the left sidebar for your particular Integration Method. ----------------------

Locke, MD

-- M.D.www.elainemd.comOffice: Go in the directions of your dreams and live the life you've imagined.

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February 20, 2011

We were using elavon until 1/31/11. We are now using the merchant services thru Gateway EDI and are happy so far. Their system allows you to swipe a card and then add it to recurring if you like. Fees are about the same as elavon but the online part is easier to use thru gateway ( we don't get logged out as quickly for one thing) and this feature is really easy to use. I thought elavon's online program was not as simple as the new one that we have now. We do 't require our patients to put a cc on file, but I certainly appreciate the ones that do. We stopped taking Amex because the fees were eating away the profits every month (12.95 in fees for a few copays). We still take Amex via paypal if anyone wants that option (via our website).

Some have mentioned requiring patients to keep a credit card on file at the office.

Then when an EOB comes through, the account is charged for the amount due by the patient.

Some give a small discount - since there is some savings with not having to mail out a statement - or at least the letter is actually just a receipt for the payment and not a request for payment.

Improves the revenue cycle, etc.

Some docs have even made this CC on file a requirement to be part of the practice - much to the chagrin of some patients.

Anyway, looking over other options for online payments, etc, I see that Elavon has a cool option to allow this CC on file, but it is encoded in such a way that it wouldn't be useful to anyone else.

They allow a "token" to be set up and this is a unique alpha-numeric # that is attached to your specific merchant account.

So if anyone else got the special token # and tried to use it anywhere else, it won't work.

They even mention it being helpful for use on recurring payments, etc.

This would be a cool option in the sense that you could easily keep this unique Token # in the EMR chart somewhere (eclinicalworks has a section that isn't part of the chart, but is easily seen when the patient's chart is open -- or could even put in the patient "info" section - or could even make a fake "insurance" that would have the Token as the member ID for that "insurance").

I wouldn't feel so awkward about having all that info laying around for the credit card this way.

I'll have to check into it further to see if it really would work - and see what the costs are - if any.

Anyone using this option through Elavon -- or their own Merchant?

Not everyone uses Elavon - I use through my Costco account.Been happy with the pricing overall.

http://www.elavon.com/acquiring/costco/

Costco Member Pricing forVISA/MasterCard and Discover Transactions*

Small-TicketRetail Merchants1.37%

Plus 12Â¢ percard-swiped transaction

RetailMerchants1.48% Plus 20Â¢ percard-swiped transaction

Internet and Mail/TelephoneOrder Merchants1.99% Plus 27Â¢ pertransaction

================================================

Here is how the Token option works.

https://www.internetsecure.com/Elavon/showPage.asp?page=CIMB

Cardholder Information Management and Billing (CIMB)

Many merchants who serve regular/returning customers require the ability to bill those customers on a custom basis for varying amounts. However, the significant infrastrucuture required to safely store and secure a database of cardholder data "in-house" makes it too expensive and onerous for many businesses to undertake. With today's increased focus on data security, many merchants are opting to maintain their customer information via third-party sytems, like Elavon's Cardholder Information Management and Billing (CIMB). CIMB allows you to create and maintain a database of cardholder credit card information - called "tokens" - and then submit requests, via a number of different formats, to charge those cardholders for the amount of your choice. These tokens are stored by the InternetSecure Gateway on secure servers, elmimating the need for you to invest in the time and expense of PCI compliance for your own system. You'll simply associate that token with your customer's profile in your own database. When that cardholder wishes to make a purchase or when you have a need to bill them for a product or service, you'll only need to pass us the token in your transaction request and our CIMB module will do the rest. CIMB is permission-based and must be turned on for your account. The Signatory on the merchant account (signing authority on file) must submit a request to add the feature. Once the feature is activated, the Signatory may assign permission to use the feature to any User on the account, through the Manage Users option in the Merchant Area. Transactions processed through this module are charged the same rates as your regular sales and are paid to you on the same schedule. Your Transaction Query section will also contain the history of these sales, for review at your convenience.

What Exactly Is A "Token"?A token is a 16 character, randomly generated, alpha-numeric record of a credit card number. The first four digits correspond to the last four digits of the credit card number to which it is associated, to allow for cross-referencing to Transaction Query, if necessary, after transactions are processed. Like a credit card number, it is unique; no two tokens are the same. A token replaces the need for merchants to pass us cardholder information on a transaction request and therefore removes the need for the merchant to actually store any cardholder data. Instead, they will associate their customer in their internal database with the unique token ID they have created in the CIMB module. When submitting a transaction for processing, they will submit the Token in place of cardholder data. Why Are Tokens Safer?A CIMB Token can be used only through the merchant account to which it is associated. On its own, it has no value to anyone and therefore does not create exposure for the merchant if token numbers are stolen or misplaced. How Tokenization Works

Merchant will create, via their choice of several methods, a database of cardholders in the CIMB module (including all billing address details, email address and card number data). The system will assign a unique Token number that the merchant may use to cross-reference with customer information in their own database. Merchant will submit, via one of several methods, transaction requests which the system will pass through a verification process (to identify and exclude invalid data). Within 30 minutes, our system will validate the file for format and content and post a report of results. Validated records will be queued for processing. Failed records will be excluded from the queue for the merchant to correct and resubmit in a subsequent file. The queue of validated requests will be submitted to the Issuers for authorization every two hours, beginning at 1 a.m. each day. Merchant will receive an email confirmation of processing results. Confirmation receipts for transactions will be issued to both cardholder and merchant, if requested (optional settings). Merchant can view Processing results in one of a number of ways, via export script, via Merchant Area Transaction Query and via download of response variables from the CIMB module.

What Transaction Types Does CIMB Support?CIMB will accept transaction requests for both pre-authorizations and sales. Pre-authorization can then be completed for one of "card on file", "recurring" or "installment" payment types. Refunds for CIMB-processed transations may be initiated via the Merchant Area or by passing us an XML request. Getting Started with CIMBWhen the Signatory submits a request to the Merchant Services Team to activate the Customer Information Management and Billing Module, it will first appear on the Signatory's login to the Merchant Area under a link on the top toolbar. The Signatory may use the feature him/herself or assign the permission to another User by choosing Options from the top toolbar and proceeding to Manage Users. The CIMB checkbox will appear under Permissions for new or existing users and must be checked off in order to activate it for that particular User. Once permission has been activated, the User will also see the CIMB link on the top tollbar of their own Merchant Area login. Now you're ready to create and manage your CIMB database. Refer to the "Add" menu on the left sidebar for your particular Integration Method. ----------------------

Locke, MD

February 20, 2011