Use the Auto-Debit Report Generator™ to do the following:

  • Review a list of all your scheduled auto-debits 
  • Investigate auto-debits not paid up, due to declines not re-scheduled 
  • Edit scheduled auto-debits
  • Stop auto-debits
  • Manage alerts

Below is a detailed explanation for each of The Auto-Debit Report Generator™ columns. 

Column 1: Sch-ID, Auto-Debit Status Indicator

    • Sch-ID: This is the unique ID number for the auto-debit.

    • Auto-Debit Status Indicator:

      • [Paid up to date- Green check mark]: Visual indicator to state the auto-debit is paid up to date.

      • [Not paid up to date- Red exclamation point]: A visual indicator that states the auto-debit is not paid up to date. The auto-debit status indicator will display the not-paid-up status until the alert is removed from the declined or returned transaction.

      • [Not Started- Blue i]: A visual indicator that states the auto-debit has been scheduled.

    • Row Color: Yellow, indicates there are two payments left before their auto-debit is completed. Orange, indicates there is one payment left before their auto-debit is completed. 

 Column 2: Date & Clerk

  • Date: This is the date & time the auto-debit was created.
  • Acct User: The account user's name logged in at the time the auto-debit was created. We highly recommend you create logins for each employee. See instructions HERE.

Column 3: Patient Details: Patient Name, Patient ID, Third-Party Software ID: 

  • Patient Name: This is the name of the Patient Account.  By clicking the Patient Name, you will be directed to View Patient Record. 
  • Patient ID: This is a unique identifier generated by Cash Practice Systems to differentiate patient accounts.
  • Third-Party Software ID: This is a unique identifier generated by the TPS system used in the office (if you do not use a TPS this will not appear). 

Column 4: Billing Name, Billing type, Last Four & Expiration date.

  • Billing Name: This is the name used for billing. Either the name on the credit card or bank account.
  • Credit: The last four digits of the credit card account number and its expiration date.  
    • If the card will expire the same month as the next scheduled payment, the expiration date will be yellow and display the "about to expire" icon. 
    • If the card expires before the next scheduled payment is due, the expiration date will be red and display the "expired" icon.
  • Bank EFT: The last four digits of the bank account number are listed with either PC (Personal Checking) or PS (Personal Savings).
  • Reminder: The Reminder icon will appear here if this is a scheduled auto-debit reminder.

Column 5: Payment Details: Amount, Frequency, Next Payment & Merchant Type: 

  • Amount: This shows the dollar amount of the recurring auto-debit.
  • Frequency: This shows the frequency of the auto-debit.
  • Next Payment: This is the date when the next payment is scheduled to be processed.
  • Merchant Account Type
    • Internet/MOTO: The auto-debit is being processed with your Internet Merchant Account.
    • Retail: The auto-debit is being processed with your Retail Merchant Account. 
  • Pending button: The pending button will display if the auto-debit [Next Payment Only Date] has been changed.

Column 6: Payment History

Note: Click the payment history button to view the patient billing history for this Auto-Debit.

    • Payments Cycles: Indicates the number of payments processed in the auto-debit cycle. If the auto-debit is scheduled to run indefinitely, the total payments will be an X.  

    • Payments Accepted: States how many scheduled auto-debit payments have been accepted in the cycle. If the auto-debit is scheduled to run indefinitely, the total payments will be an X.  

    • Cycles Remaining: States how many more auto-debits are scheduled in the cycle.

    • Investigate button: Use the "investigate" button to investigate why an auto-debit is short payments (only displays when an auto-debit is not paid up to date).

      • Short by: If payment has been processed but the transaction declined or was returned, the column will show how many accepted payments the auto-debit is short by and the total value of declined payments.

Column 7: Actions

    • [Edit Auto-Debit]- This button is used to view or edit an Auto-debit.

    • [Stop Auto-Debit]- This button is used to stop an Auto-Debit.

    • [Email Alert] - This tool allows you to email the patient with a button to update their billing information for their scheduled auto-debit. 

    • [Care Plan]- View or print the original copy of the patient’s care plan from this button.

    • [View Auth Form] - View or print the current payment authorization and payment schedule from this button. 

Column 8: Value & Comments: 

    • Value: Represents the value of the entire auto-debit.  

    • Comments: Any comments typed into the comment field or auto-generated when scheduling or editing a scheduled auto-debit are displayed here.