VeriFone HICAPS VX820 User Manual
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VeriFone HICAPS VX820 User Manual

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Summary of Contents for VeriFone HICAPS VX820

  • Page 1 HICAPS terminal user guide ...
  • Page 2 ...
  • Page 3 Contact phone numbers for HICAPS/EFTPOS HICAPS Help Desk 1300 650 852 your merchant details Merchant No. For Authorisations: • Credit Card (Credit) Account This is an Australia-wide number  5 5 • Debit Card (Cheque) or (Savings) Account This is an Australia-wide number 00 650 85 •...

  • Page 4: Table Of Contents

    table of contents HICAPS/EFTPOS . HICAPS help desk . glossary . diagram of HICAPS terminal HICAPS . terminal provider setup  .. adding a new provider  .. modify provider 4 .. deleting a provider 5 . all provider function 6 .....
  • Page 5 .. automatic terminal settlement 8 .. host forced settlement ..4 merchant password Terminal functions 4. functions 4 4.. settle 4 4.. trans 4 4.. function 4 4. transaction menu 4 4.. balance/quote 4 4.. refund/cancel 4.. pre-auth 4..4 completion 4..5 cash out 4..6 sale 4....

  • Page 6: Thermal Printer

    thermal printer 6. VX80 6. VX680 HICAPS response codes 5 7. transaction level HICAPS response codes 5 7. item level HICAPS response codes EFTPOS error messages and corrective actions Merchant requirements to ensure EFTPOS transactions are valid Terminal functions T4200 series Medicare Australia Easyclaim 6...

  • Page 7: Hicaps/Eftpos

    HICAPS/EFTPOS HICAPS help desk HICAPS Help Desk phone number is 1300 650 852. For HICAPS Help Desk hours of operation, please refer to www.hicaps.com.au Provider information section. HICAPS fax number is 1300 725 726. glossary benefit Value of rebate authorised by a Health Fund. body part Two digit alpha/numeric identifying the part on the body on which the service was performed.
  • Page 8 hicaps Health Industry Claims And Payments Service. The company responsible for the switching of transactions to health funds from the terminal. issue date The date the membership card was issued. Those cards with issue dates have them printed on the bottom right-hand corner of the card.

  • Page 9: Diagram Of Hicaps Terminal

    diagram of hicaps terminal...
  • Page 10 Navigation Your Verifone terminal has a touch screen, you can choose to navigate screens and menus using the soft keys on the screen. Alternately you can scroll up and down menus using the # and * keys on the terminal.

  • Page 11: Hicaps

    HICAPS terminal provider setup step 3 Select option 1. Add Provider. Note: To add providers you will need to contact HICAPS in writing. A ‘change of practice Details’ form will need to be completed and sent to HICAPS. This form is available from the HICAPS website www.hicaps.com.au or from the HICAPS Help Desk on 1300 650 852.
  • Page 12 step 5 step 6 Using the keypad, enter in the Using the keypad, enter in the Provider Name and press [OK]. Provider Number and press [OK]. Note: To select an alpha character entry, To switch between numeric and alpha either press the ‘Alpha’ button on the keypads, select the [Alpha #] key on the screen, or press the Alpha [#] key on the touch screen or select the hash key [#]...
  • Page 13 step 8 step 10 Select the Merchant name for processing This option, when completed, will EFTPOS payments for this provider from pre-populate the Payee Provider Number the list presented then press [SELECT]. when completing a claim. Using the The list can contain up to 5 merchant keypad, enter in the Payee Provider details so please ensure you select the Number (only if required) and press [OK].

  • Page 14: Modify Provider

    2.1.2 modify provider step 5 Using the keypad, Enter the 4 digit If any changes are saved (changed to Provider Password and press [OK]. enable/disable) the All Provider Function This is the password that was set when will be set to disabled automatically. the provider was originally entered step 1 into the terminal.

  • Page 15: Deleting A Provider 5

    Note: The last Modify option will be step 3 ALLOW ALL PROVD’S. By selecting Select 3. Delete Provider and press [ENABLE] for this option the individual [SELECT]. provider settings will be changed to match what is set in All Providers in the provider menu.

  • Page 16: All Provider Function 6

    step 6 step 8 Press [YES] to delete, or [NO] to return Press [YES] to confirm deletion. to the provider menu. The terminal will now return to the provider menu. If [YES] is selected the HICAPS Totals will be printed for this provider. all provider function step 7 step 1...

  • Page 17: Claim To Sale 7

    2.2.1 claim to sale step 3 Claim to Sale Prompt will only display This option will enable the terminal to if Claim to Sale is ENABLED. prompt to Automatically start an EFTPOS transaction for the gap amount. Selecting [ENABLE] will enable Claim to Sale Prompt.

  • Page 18: Clear Item Memory 8

    step 2 step 2 Selecting [ENABLE] will enable Claim Selecting [ENABLE] will enable Item Deposit. Memory. Note: This function is DISABLED by default. Note: This function is ENABLED by default. 2.2.3 item memory 2.2.4 clear item memory step 1 step 1 Follow the All Providers Function process Follow the All Providers Function process to step ...

  • Page 19: Hicaps Auto Settle 9

    step 2 step 2 Selecting [YES] will clear the Item Memory Selecting [ENABLE] will enable HICAPS for all providers on the terminal. Auto Settle. Note: This function is ENABLED by default. 2.2.5 HICAPS auto settle 2.2.6 settle transaction list step 1 Follow the All Providers Function process step 1 to step ...

  • Page 20: Processing A Hicaps Claim 0

    step 2 step 2 Selecting [ENABLE] will enable HICAPS Use the arrows on the touch screen or Settle Txn Listing. key the number located next to the providers name to choose the Provider Note: This function is ENABLED by default. that you would like to claim with and press [SELECT].
  • Page 21 step 4 step 6 Using the keypad, enter the Item Number Using the keypad, enter the Date (DD/ associated with the treatment supplied MM) in which the treatment supplied was and press [OK]. performed and press [OK]. To accept the current date just press [OK]. step 5 Using the keypad, enter the Clinical Code, step 7...
  • Page 22 step 8a step 8c The terminal will then display a Claim To remove an item from the claim, simply Summary of the item(s) entered. press the [REMOVE] button on the touch screen and then press [YES] to confirm the By pressing the [MODIFY] button on the deletion.

  • Page 23: Processing A Hicaps Claim Transaction (Practice Management System)

    example HICAPS claim receipt 2.3.2 processing a HICAPS claim transaction (practice The claim receipt contains all of the management system) information relating to the claim. A second To start a HICAPS Claim Transaction, CUSTOMER COPY is printed without the simply send the transaction to HICAPS statutory declaration.

  • Page 24: Cancelling A Hicaps Claim 4

    cancelling a HICAPS claim step 3 The terminal will then prompt you 2.4.1 cancelling a HICAPS claim for a card. Swipe the cardholder’s (HICAPS terminal) Health Fund card. There are two options for cancelling HICAPS claim transactions, but for each option a transaction can only be cancelled on the same day that it was originally processed.
  • Page 25 step 5 step 3 Select [YES] to send the cancellation or The terminal will then prompt you [NO] to return back to the home screen. for a card. Swipe the cardholder’s Note: The terminal will produce two copies Health Fund card. of the cancellation receipt.

  • Page 26: Cancelling A Hicaps Claim (Practice Management System) 6

    step 5 step 7 The terminal will then prompt you for Select [YES] to send the cancellation or the -digit Receipt Reference Number [NO] to return back to the home screen. of the original claim. Key the RRN and Note: The terminal will produce two press [OK].

  • Page 27: Manual Daily Transaction Summary (Hicaps Totals) 7

    manual daily transaction step 3b If you select Today you will be provided summary (HICAPS totals) with an option for either a Summary step 1 Listing or Detailed Listing. Press [SETTLE] on the touch screen. Use the arrows on the touch screen to select your preferred totals listing and press [SELECT].

  • Page 28: Ordering Terminal Rolls 8

    ordering terminal rolls performing terminal sign on/logon step 1 If you receive a transaction response code Press the [FUNCTION] key on the touch [LR] (Logon Required) or when advised screen. by the Help Desk, the terminal is required step 2 to logon to HICAPS.

  • Page 29: Customising A Hicaps Receipt (Optional) 9

    customising a HICAPS example customised receipt receipt (optional) To customise your HICAPS receipt for seasonal or other messages. step 1 Press the [FUNCTION] key on the touch screen. step 2 Enter [2] [6] and press [SELECT]. step 3 Enter [1] to [4] depending on where you want your message to be printed on the receipt.

  • Page 30: Eftpos

    EFTPOS processing an EFTPOS step 3 transaction Confirm that the outstanding value is correct and press [YES]. 3.1.1 processing an EFTPOS transaction following a successful claim transaction step 1 The following screen will be displayed if the Provider is set up to accept a deposit. If the provider has accepted a deposit prior to the claim going through, press [YES].
  • Page 31 step 5 step 7 The cardholder is to select their account The transaction will be processed by on the touch screen or by selecting the the bank and be approved or declined. number on the keypad that is next to the Please ensure you check the screen and account name on the screen.
  • Page 32 step 3 step 5 The cardholder is required to key enter Select the Merchant in which you want their PIN and press [OK]. to process the EFTPOS transaction for and press [SELECT]. Note: In some cases the card will not Note: This screen only appears if the require a PIN and therefore a signature will be required to complete the transaction.

  • Page 33: Refunding An Eftpos Transaction

    example EFTPOS sale receipt For further assistance on processing a Practice Management System transaction The EFTPOS receipt contains all of the please contact your Practice Management information relating to the EFTPOS System provider. transaction. A second CUSTOMER COPY is printed. The first copy is to be retained refunding an EFTPOS for your office records.
  • Page 34 step 3 option 2 Refunding any EFTPOS Transaction. The terminal will then prompt you for a card. Swipe/Insert the cardholder’s card. step 1 Access the Transactions menu by pressing [TRANS] on the touch screen. step 2 Select 2. Refund/Cancel and press [SELECT].
  • Page 35 step 4 step 6 Use the arrows on the touch screen to Key the amount you wish to refund and highlight the Merchant you wish to press [OK]. transact with and press [SELECT]. Note: This option will only appear if there is more than one merchant loaded in this terminal.

  • Page 36: Refund An Eftpos Transaction (Practice Management System) 6

    step 8 3.2.2 refund an EFTPOS transaction (practice management system) The cardholder is required to key enter their PIN and press [OK]. To refund an EFTPOS transaction, simply send the transaction to the HICAPS Note: In some cases the card will not terminal by selecting the appropriate require a PIN and therefore a signature will option from your Practice Management...

  • Page 37: Eftpos Settlement 7

    EFTPOS settlement step 3 Use the arrows on the touch screen to Settling EFTPOS simply advises HICAPS highlight the Merchant you wish to settle that you have finished EFTPOS processing with and press [SELECT]. for that day. Anything processed after Note: This option will only appear if there performing the settlement will be included is more than one merchant loaded in this...

  • Page 38: Automatic Terminal Settlement 8

    last settlement step 2 Using the keypad, enter [5] [6] and press To print a report summarising the [SELECT]. totals for EFTPOS transactions previous settlement period. step 3 Select 2. Auto Settle NAB and press [SELECT]. Note: To view the current settlement setup select 1.
  • Page 39 step 5 step 7 Select option 1. Auto Settle and press The terminal will ask if you wish to [SELECT]. print a complete transaction listing when each auto-settle is performed. Select [ENABLE] to print the listing, or [DISABLE] to produce only totals. step 6 Press [ENABLE] to confirm that auto settle is to be enabled for the select merchant/s.

  • Page 40: Host Forced Settlement

    step 9 3.3.3 host forced settlement The terminal will ask you to confirm the The terminal automatically settles time entered. Press [YES] if the start auto at :0EST each day. The automatic settlement time displayed is correct, or settlement time can optionally be moved. [NO] to re-enter a different time.
  • Page 41 step 3 step 5 Select option 4. Merchant Options and Select option 1. Merchant Password and press [SELECT]. press [SELECT]. step 4 step 6 Enter the existing 4-digit password and Use the arrows on the touch screen press [OK]. to highlight the Merchant you wish to change the password for and press [SELECT].
  • Page 42 step 8 Re-enter the new password and press [OK]. 4...

  • Page 43: Terminal Functions

    Terminal functions functions transaction menu 4.1.1 settle The following menu lists the available transactions for the HICAPS VX terminal. The SETTLE button is used to perform and print a manual EFTPOS settlement 4.2.1 balance/quote by merchant or daily HICAPS totals by The Balance Inquiry option can be used provider.

  • Page 44: Refund/Cancel

    4.2.2 refund/cancel 4.2.4 completion The Refund/Cancel option is used The Completion option is used to either reverse/refund an EFTPOS to process the value transaction relating transaction or cancel a HICAPS Claim to a pre-authorisation already obtained. transaction (refer to section .4.). A completion must be performed within four business days of obtaining a pre-authorisation, and is only available...

  • Page 45: Sale

    4.2.6 sale Transaction Code: The Sale option is explained in section . S/K – the card was Swiped or Keyed NO – the transaction was either Approved or processed offline – the transaction has been sent to the acquiring bank, if the [X] is absent the transaction has been processed in [fallback] and will be passed to the host with the next transaction.

  • Page 46: Terminal Restart [] Key

    changing the terminal 4.3.3 terminal restart [3] key security password The Terminal Restart function () is used to re-start the terminal. The terminal security password is used to process both EFTPOS Refunds and to 4.3.4 terminal lock [4] key also unlock the terminal for use. The Lock function (4) is used to lock and To change the password: unlock your HICAPS terminal to provide...

  • Page 47: Fallback Procedure

    step 5 step 2 Enter your new password again and Enter authorisation number (refer below press the [OK] key. for contact phone numbers) and press the [OK] key. If authorisation is not received, press the [CANCEL] key and request another form of payment.

  • Page 48: Terminal Connections

    Terminal connections 5.2.1 power 5.1 terminal Connectivity Every terminal comes with a power The terminal can send transaction pack which connects into the side of the messages via two separate comms docking station. This cable locks into methods, dial and Ethernet (IP –Internet the connection by inserting and turning Protocol) upright...

  • Page 49: Ethernet

    5.2.3 ethernet 5.2.5 RS232 (PMS Integration) The terminal receives IP connectivity via an The docking station includes an RS active LAN cable being plugged into the serial port. This port is used for connecting Ethernet port labeled ETH on the back of and integrating the terminal with a PC the docking station Practice Management System via an RS...

  • Page 50: Thermal Printer

    Thermal printer The HICAPS terminals have high speed, 6.2 VX680 whisper quiet thermal printers . They must Loading the VX680 Thermal Printer. only be loaded with special thermal paper The paper is loaded on the back available from HICAPS, ordered either of the VX680.

  • Page 51: Hicaps Response Codes

    HICAPS response codes transaction level HICAPS response codes code Receipt print Out Description Approved (8) Approved or completed successfully 0 Prov Not Approv (5) Provider not approved by fund 0 Mship Under Invest (9) Membership under investigation 0 Invalid Prov Nbr (6) Invalid Provider number Retain Card () Retain card...
  • Page 52 8 Too Many patients Too many patients for this transaction 9 System Inoperative (7) Health Fund system currently unavailable Duplicate Tax () Duplicate transmission System Malfunction (8) System Malfunction or Invalid Message Reconc Totals Reset (9) Reconciliation totals have been reset MAC ERROR (9) MAC Error P0-PZ...
  • Page 53 Void not allowed Terminal Logon Required Journal Full Invalid MAC Duplicate Invoice Transaction Not Allowed Provider number not found Locked Provider Number of items exceeded limit The transaction password is protected Invalid max item setup An [empty] Claim initiated from Practice Management System.

  • Page 54: Item Level Hicaps Response Codes

    item level hicaps response codes code Receipt print Out Description Approved (8) Transaction Approved 0 Item No Benefit (5) Nil benefit payable on this item 0 Restricted Item (5) Nil benefit – restricted item 0 Restricted Item (5) Reduced benefit – restricted item Previously Paid (5) Nil benefit –...
  • Page 55 8 Excess on Serv Nil benefit – excess on service applied 9 Excess on Serv Reduced benefit – excess on service applied 0 Quote Required Nil benefit – quote required prior to service  Quote Required Reduced benefit – quote required prior to service ...

  • Page 56: Eftpos Error Messages And Corrective Actions

    EFTPOS error messages and corrective actions code short Description Details Approved Transaction approved or completed successfully Pick up card Declined. The Card Issuer has requested the card be retained by the merchant and returned to the acquirer with the merchant vouchers Declined The transaction has been declined Pick up card...
  • Page 57 5 No Cheque Account The Cheque account was selected for the transaction, but one is not attached to the card 5 No Savings Account The Savings account was selected for the transaction, but one is not attached to the card Expired Card The Card Issuer has advised that the card used for the transaction is expired or has...
  • Page 58 N Upgrade Required Transaction declined – the current version of terminal Power fail Power lost before completion of transaction Note: If the screen display is blank, power reset the terminal and check connections. If problem persists, call the Help Desk. If any other error messages are displayed, please call the Help Desk.

  • Page 59: Merchant Requirements To Ensure Eftpos

    Merchant requirements to ensure EFTPOS transactions are valid . For all manual transactions: (a) Always try the transactions through the PIN pad first. (b) Check the card is being used after its ‘valid from’ date and before its ‘valid to’ date. (c) Ensure the card is not recorded on any warning bulletin.

  • Page 60: Terminal Functions T4200 Series

    10. Terminal functions series Description Reports: 1 Transaction listing (print txn listings:  all txns. . NAB.  HICAPS 4. medicare) 2 Shift Totals (reset) 3 Reprint (. NAB . HICAPS . Medicare) 4 Provider (print provider table) 5 Surcharge Listing 6 AMIS Report Configuration Setup –...
  • Page 61 Provider Settings (including: item amount memory & hicaps settlement enable/disable) eftpos setup: 1 settlement enable/disable 2 auto settle NAB 3 auto TXN list Medicare 4 merchant Options 5 Medicare Options RSA Init Reprint Last Receipt Reprint by Invoice # Cashout Printer Test Display Test Keyboard Test...

  • Page 62: Medicare Australia Easyclaim

    11. Medicare Australia Easyclaim HICAPS have developed Medicare Australia’s Easyclaim solution for the HICAPS terminal. The user guide for the Easyclaim solution is a separate user guide that is available from HICAPS by contacting the HICAPS Helpdesk on 00 650 85. 6...
  • Page 63 6...
  • Page 64 ©2015 National Australia Bank Limited ABN 12 004 044 937 AFSL and Australian Credit Licence 230686 ©2015 HICAPS Pty Ltd ABN 11080 688 866 A101909-0815...

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