Payments (WePay)

WePay, our current payment provider, will discontinue its online payment operations in July 2024. This means that processing payments through WePay will no longer be available. For instructions on closing your WePay account, please refer to the "WePay Migration" tab below. To learn more about our new provider, click here.

• Overview

  RevenueWell Payments provides an effective and immediate way to collect online payments and reconcile them to your ledgers.  This feature, in partnership with WePay, requires no set-up or monthly fees, and provides online payments at a competitive rate. 
  

  Public Payments Web Link: This link allows patients to make payments online. To access your Patient Payment Link, follow the path below: 

  • Settings tab > Payments > Preferences > Web Link:
    

  Easy Refunding: On the Payments Tab, refunds will be available for up to 60 days.  If a full refund is issued, the processing fee is refunded. To issue a refund, follow the path below:

  Payments tab > Processed Payments > Actions > "Refund" > Confirm details > Enter Refund amount > Click "Refund" to issue refund. 

  Convenience Fee: To adjust the responsibility of the fee, take the following steps:

  Settings tab > Payments > Preferences > Payment Processing Fees > Edit Responsibility

  

• Enroll in Payments

  1. Go to the Payments Tab and select "Enroll Now":

  

  2. Start the sign up process:

  • If you already have a WePay account, follow the “Log in” prompt:

  3. Enrollment completion with WePay:​

  • ​You will receive an email to verify and complete the enrollment.​
  • Complete WePay’s “Know-Your-Customer” (KYC) form which includes:
    • Authorized contact information
    • Business contact information​
    • Banking information to be associated with the WePay account
    • Tax/EIN information​ 
  • For assistance with setting up your WePay account, contact WePay support here.

   

• Patient Experience

  To be a step ahead, check out these images to see what your patients see when they make a payment!

  From your practice’s Payment Link:

  1. The patient fills in identifying information:​
      - Patient First Name
      - Patient Last Name​
      - Date of Birth​
      - Email​
      - Invoice # (Invoice #-can be turned on or off by your practice)
      - Payment Notes (optional)​
      - Amount
     
     
  2. Patient clicks “Submit" 
     It's also mobile-friendly!
     
     
     
  3. It's even easier from the Patient Portal!
     • The patient’s identifying information is pre-filled.​
     • The patient only needs to fill in the following:​
       • Invoice # (if applicable)
       • Payment Notes (optional)​
       • Amount
       • Patient clicks: Next
         

  
  The patient then fills in their payment information, including:​

  • • • Name on the card​
      • 16 digit cred card (CC) number​
      • Zip code on CC account​
      • Expiration ​
      • Month​
      • Year​
      • CVV number on the back of the card:
        
        
        Also mobile-friendly:
        
        
        
        
      • Patient verifies payment amount + fee and email address to send a receipt ​
      • Patient clicks “Next
      • The patient will receive a payment email confirmation consisting of the following: ​Sent from support@wepay.com
        
        

• Adjusting Fee Responsibility

  We realize that everyone has different approaches to how they run their business.  That being said, we wanted to make sure we provided the option to pass the fee onto the patient, should you prefer to. This is not an option that is traditionally exercised, but among some practices, they may look to use this option for those who choose not to pay at the desk or just generally believe the patients should take on this fee. The convenience fee is 2.9% + $.30.
  
  To adjust the responsibility of the fee, take the following steps:
  
  1. Settings > Payments > Preferences > Payment Processing Fees
     
     
     
  2. Select "Edit Responsibility" under the Payment Processing Fees:
     
     
     
  3. Use the drop-down menu to select "Practice" or "Patient":
     
     

• FAQs

  How much does this cost?	We offer an industry-leading transaction fee and there are no other signup or subscription fees
  How long until the payments begin settling in my bank account?	First, make sure you’ve provided WePay with your banking information. Then, transfers are made daily and can take 1-5 business days to settle depending on your banking institution. If your practice banks through Chase or another large institution, it may take only hours.
  Will the new payment feature automatically update my patient records?	Yes, if you're using Eaglesoft the patient record will update automatically. If you use a different PMS, you'll want to review your incoming payments and update the patient's record accordingly.
  Can I do refunds?	Yes, you can issue a refund within 60 days of payment. As an enhancement, you can now even issue a partial refund.
  Is there a way to collect payments without using the Patient Portal?	Yes, visit your Settings to copy a link you can share in your campaigns, Forms, and website, or directly with a patient you’re communicating with.
  Can I send billing statements through RevenueWell?	Once you’ve created a patient’s statement, you can upload it to the Patient Portal. You can also able to create a custom campaign that targets patients with a current balance (look under advanced options to find the patient balance filters).
  Can I provide financing through RevenueWell?	You can learn more about what is available to your patients by reviewing what we offer with Care Credit! To learn more, click HERE!
  Is payment write-back available for other practice management systems (PMS) other than Eaglesoft?	No, not at this time.
  Will refunds create an adjustment in my practice management system?	No.  However, if you submit a refund before you have written the payment to the patient's account, we will write the payment amount net of the refund amount.
  Will payments distribute to services automatically?	No.  This will need to be completed in your PMS.
  Can I make it so I can review payments before updating my PMS?	Yes.  Simply go to your RW Payment Sync Settings under Payment Preferences in the Settings tab, and where it asks if you would like to fully automate payments based on the patient's name and date of birth, select "No".
  Will an alert show on the patient's account in Eaglesoft when RevenueWell applies it?	You will see a "?!" icon in the patient's ledger as well as a pop-up asking if you would like Eaglesoft to auto-update the account.
  What's needed to add a provider for RevenueWell to use for applying for payments?	To add a provider for RevenueWell to use for applying for payments, they will need to be set as "Active" and include permissions to "Receive Account Payments" in the Eaglesoft Security Zone for that provider.  To remove them for use in Payments, simply reverse one of these actions.

• WePay Migration

  WePay, a Chase company, announced that it will be winding down its online payment operations July 2024. Processing online payments through WePay will no longer be available.
  
  We're excited to announce our partnership with Rectangle Health to introduce a new payment solution. This solution will seamlessly integrate with your current systems, empowering your staff with increased efficiency and providing patients with an enhanced healthcare experience.
  
  To start migrating, please follow WePay's suggestion to close your WePay account here. Stay tuned for more information and resources on our new payment solution with Rectangle Health coming soon.
  
  Learn more by reading some FAQs below. ⬇️

  Question	Answer
  How much does this cost?	We offer an industry-leading transaction fee, and there are no other signup or subscription fees. For more information regarding fees, please reach out to your Sales or Success representative.
  How long until payments begin settling into my bank account?	First, make sure you’ve provided Rectangle Health with your banking information. Then, transfers are made daily and can take 1-3 business days to settle depending on your banking institution.
  Will the new payment feature automatically update my patient records?	Yes, if you're using Eaglesoft the patient record will update automatically. If you use a different PMS, you'll want to review your incoming payments and update the patient's record accordingly.
  Can I do refunds?	Yes, you can issue a refund within 60 days of payment. As an enhancement, you can now even issue a partial refund.
  Is there a way to collect payments without using the Patient Portal?	Yes, visit your Settings to copy a link you can share in your campaigns, Forms, and website, or directly with a patient you’re communicating with.
  Can I pass through processing fees to patients?	No. This is not a functionality supported by RevenueWell or Rectangle Health.
  Can I send billing statements through RevenueWell?	Once you’ve created a patient’s statement, you can upload it to the Patient Portal. You can also able to create a custom campaign that targets patients with a current balance (look under advanced options to find the patient balance filters).
  Can I provide financing through RevenueWell?	You can learn more about what is available to your patients by reviewing what we offer with Care Credit!
  Is payment write-back available for other practice management systems (PMS) other than Eaglesoft?	No, not at this time.
  Will refunds create an adjustment in my practice management system?	No.  However, if you submit a refund before you have written the payment to the patient's account, we will write the payment amount net of the refund amount.
  Will payments distribute to services automatically?	No.  This will need to be completed in your PMS.
  Can I make it so I review payments before updating my practice management system?	Yes.  Simply go to your RW Payment Sync Settings under Payment Preferences in the Settings tab, and where it asks if you would like to fully automate payments based on the patient's name and date of birth, select "No".
  Will an alert show on the patient’s account in Easglesoft when RevenueWell applies it?	You will see a "?!" icon in the patient's ledger as well as a pop-up asking if you would like Eaglesoft to auto-update the account.
  What is needed to add a provider for RevenueWell to use for applying for payments?	To add a provider for RevenueWell to use for applying for payments, they will need to be set as "Active" and include permissions to "Receive Account Payments" in the Eaglesoft Security Zone for that provider.  To remove them for use in Payments, simply reverse one of these actions.
  How long does it take to get approval from Rectangle Health?	Once a practice completes the necessary merchant forms, you can expect a 24 hour underwriting and approval process.
  Who do I contact for support?	For merchant account or transaction support, contact Rectangle Health at: Care@rectanglehealth.com For help with payment campaigns, campaign links and text message or RW platform issues, contact RevenueWell Customer Support.
  What will happen to my WePay account?	Please complete the close out process as recommended by WePay here.
  What happens if I need to issue a refund on a payment that was originally posted through WePay after it has closed?	After July 10th, all transaction functions will need to be done within the practice’s WePay platform as RevenueWell will not be able to perform any further actions as of that date.
  Will I still see payments in the RevenueWell platform?	Historical transactions will still be viewable within the RW platform, although we will be unable to perform any actions on transactions as of the cutoff date of July 10th.