Some insurance payors pay claims with a virtual credit card instead of a check or EFT. If your clinic processes payments through integrated NCMIC Payment Processing, you can run these cards directly in ChiroUp and link each payment to its ERA, so the payment is collected, tracked, and reported in one place.
This article will guide you through how to run a virtual credit card in ChiroUp and how to track the Card Status.
💳 Here's how to run a virtual credit card:
1. Go to Billing > ERAs, then either:
- Click Run Payor Card at the top of the ERAs screen, or
- Open an ERA and click Run Card.
From the main ERA screen:
From an individual ERA:
2. If you clicked Run Payor Card from the main ERAs screen, start by selecting the ERA you’re collecting payment for. If you clicked Run Card from an individual ERA, it’s already linked.
Confirm the Merchant Account and enter card details (at minimum, Cardholder Name, Card Number, Expiration Date, and CVV)
Click Run $xx.xx
3. After running the card, you'll see your successful payment documented at the top of the ERA.
You'll see the Card Status has updated to Run.
💡Pro Tip:
To keep your reporting accurate, the Remit Date must match today’s date before you can run the card. If it doesn’t, you’ll be prompted to update it to today’s date with one click.
💳 Running Cards through a Portal:
If you charged the card outside ChiroUp, such as through your iPOSPay or USAePay portal, open the ERA and click Mark as Ran Externally.
See the Card Status updated to Ran Externally.
💳 Voiding or Refunding Payment:
If you ran a payment in error, open the ERA and click Void or Refund:
- Void: Available until the credit card batch closes, which is usually the same day.
- Refund: Available after the batch closes. Refunds are always for the full amount.
💳 Payment Collection Report:
The Payment Collection Report shows payments by the date your clinic collected them. For payor virtual credit card payments, the Payment Method column also shows the Card Status: Not Run, Run, or Ran Externally.
