CC Recurring Charges

In the Main Menu, click Tools, CC Recurring Charges.

Use the recurring charges tool to process credit/debit cards or ACH payments for patients who have repeating monthly charges (e.g. payment plans, repeating charges). Run the tool automatically at a scheduled time each day, or manually as needed.

Recurring Charges: List of patients with a balance and a payment scheduled in the last 30 days but not yet processed. Double-click a row to go to that patient's account. This window can be left open to make it easy to view each patient's account.
PatNum: Patient account number.
Name: Patient last name, first name.
Clinic: Patient's clinic or the clinic assigned to the payment plan.
Date: Scheduled recurring charge date.
Family Bal: Total remaining balance for the family after subtracting pending insurance amounts.
PayPlan Due: Outstanding payment plan charges due (only shows if the payment plan is attached to a recurring charge).
Total Due: Total family balance and payment plan charges due.
Repeat Amt: Authorized recurring charge amount.
Charge Amt: Amount that will be charged.

When multiple payment processing programs are enabled, each account in the list indicates the program the card or bank account the Token was created for and will use the indicated program to process the payment. If a single credit card has a token for more than one processing program and authorized recurring charges, the recurring charge tool will determine the program to use to process the payment in this order; XCharge, PayConnect, and then PaySimple.
X-Charge: X indicates the credit card token has been saved to X-Charge.
PayConnect: X indicates the credit card token has been saved to PayConnect.
Pay Simple: X indicates the credit card/ACH token has been saved to PaySimple.

Filters:
Refresh: Click to update the list when the filter criteria is changed.
Date Filter: Filter the list by patients with a recurring charge date that is on or after the entered date.
Clinic Filter: Check All or select one or more clinics to filter the list by patients with the selected default clinic or the clinic assigned to the patient's payment plan (if the payment plan is set up for recurring charges).

Force Duplicates: Uncheck to prevent more than one charge to the same card in a day. Check to allow multiple charges. Useful if multiple family members use the same card for recurring charges or when a patient has made a payment for other services with the same card today.

Note: Check box does not apply to PaySimple credit/debit and ACH payments. PaySimple will decline identical transactions to the same card made within 5 minutes apart.

Counts: Recurring charges progress.
Total: The total amount of recurring charges ready to be run.
Selected: The number of charges that are currently selected for processing.
Charged: The number of charges successfully processed during the most recent run. Patients with successful charges will be removed from the list.
Updated: (For the XCharge Decline Minimizer feature only) The number of credit cards updated by the Decline Minimizer, see XCharge (OpenEdge) below.
Failed: The number of charges that failed to process during the most recent run. When a payment declines, a matching transaction for $0.00, with a note that indicates the decline, will show in the patient's account ledger. Patients with failed charges will remain in the list until the authorized charge is cleared from the Credit Card Manage, their account balance is zero, or a payment is applied to their recurring charge.

All: Click to select all patients in the list.
None: Click to deselect all patients in the list.

History: Click to see the recurring charges history. See Recurring Charge History.

Print List: Prints the Recurring Charges grid.

Send: Click to process credit card and ACH payments for the selected patients using the credit card processing program indicated.

Set up Requirements

Before using the recurring charges feature, the following needs to be set up:

Automatic Recurring Charges

One option is to run recurring charges automatically at a specific time each day.

  1. In the Misc tab of Account Module Preferences, check Recurring charges run automatically.
  2. Set the Recurring charges run time.
  3. In Miscellaneous Setup, enable Automated aging run time. Set the time to run before automatic recurring charges (an hour or more for large offices, 30 minutes for smaller offices).
  4. Ensure the computer with the OpenDentalService (typically the server) is on at the scheduled run times. Open Dental does not need to be running but the computer must be on for the service to work.

Everyday run the repeating charges tool before the aging and recurring charges run time (when using the repeating charge feature). Once recurring charges have finished, open the Credit Card Recurring Charges window to take care of the declined payments.

Manually Run the CC Recurring Charges Tool

The other option is to manually run the recurring charges at your convenience with the recurring charge tool. For example, choose a standard day, such as the 1st or 15th of every month, then run the recurring charges tool every month on this day.

Note: Do not run the tool and process charges at the same time on the same computer (e.g. do not have more than one instance of Open Dental running on the same computer, and use one instance to run the tool and another to process charges).
  1. Run the repeating charges tool (only if using the repeating charge feature).
  2. Make sure Aging is up to date.
  3. If billing is normally done at the same time, Generate the Billing List.
  4. Generate the Credit Card Recurring Charges list.
  5. Select the patients you wish to charge.
  6. Click Send to process ACH or credit card payments for the selected patients.
  7. Once finished, take care of the declined payments if needed.

Printing Receipts

There are a few options to print receipts when recurring charges have finished; statement receipts, credit card/ACH receipts, or Statements.

To print statement receipts or credit card/ACH receipts:

  1. In the Credit Card Recurring Charges window, click History.
  2. Right-click a patient in the recurring charges list and select Go To Account.
  3. Then print/email a statement receipt. See Receipt.
    Or double-click the recurring charge payment and click Print Receipt or E-Mail Receipt in the Payment window. This will generate a receipt from the processing merchant.

To print statements reflecting the recurring charge payment, generate the billing list prior to running recurring charges. Once charges have posted, send statements..

Questions and Answers

Can I set up more than one recurring charges for the same patient in one month (e.g. one for the 1st of the month and one for the 15th)?

No. Each patient can have only one recurring charge per month.

What happens if Open Dental shuts down while running recurring charges?

The current recurring charge will finish processing, the transaction will post to the patient account, then the tool and Open Dental will close. Unprocessed recurring charges and declined charges will show in the list the next time you open it.

Some patients with authorized recurring charges are not showing in the list. Why?

There are many reasons a patient might not appear in the list. The following may are some of these reasons:

Why is the payment date different than the date the payment was processed?

If the tool is run on a date other than the patient's authorized recurring charge date, the payment date is determined by the following:

The Payment Entry date will always reflect the actual date the charge was made.

What do I do with the declined payments?

The payment may be declined for a number of reasons (e.g. invalid expiration date, insufficient funds, new billing address, etc). Contact each patient to determine the cause, then make the needed changes. If the patient gives new payment information, delete the existing payment info then add the new one. Do not edit existing information or the payment will decline again.