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Cash Practice® Systems Frequently Asked Questions



Cash Practice® Systems Intro

What exactly are the Cash Practice® Systems?
Cash Practice® Systems is a membership-based web application for service companies, such as chiropractors, orthodontists, massage therapists, gyms, lawn care, pool cleaners, pre-schools, tanning salons, and the like, who want to create a more profitable business and maintain an ongoing relationship with their clients. The Cash Practice® Systems includes the Cash Plan Calculator® System, Auto-Debit System® & Drip-Education® Email Marketing System.

The Cash Practice® "brand" represents more than just these systems. It represents everything to do with the "philosophy of running a cash-based service business".
  1. The Cash Practice® Academy is where we present seminars on this "philosophy".
  2. The Cash Practice® Systems found here on CashPractice.com are software programs that help fulfill this "philosophy".
  3. Our Cash Practice® Members are businesses who subscribe to this "philosophy".
Who are Cash Practice® Systems for?
Cash Practice® Systems is for any service business that recommends extended service agreements. For example, if you're a chiropractor and you recommend Corrective and Wellness Care Plans, Cash Practice® Systems is for you. If you are a pool cleaner or a gardening/lawn service provider and provide ongoing service? If you sell any service that you want to offer payment options for, Cash Practice® Systems is for you. If you want to automate your client education, Cash Practice® Systems is for you. If you want to be able to easily create custom cash plans and schedule recurring payments, then Cash Practice® Systems is for you. Download and read the white paper Creating Long-Term Clients.

Should I become a member of Cash Practice® Systems?
If you already recommend long-term service plans, but want to have an easier, more professional plan, then yes, you should join. If you want to automate your monthly collections, then yes, you should join. If you want to put your client education on autopilot, then yes, you should join. If you are new to all of this, then yes, you should join now.

Can you really produce a cash plan with payment schedule & receipt, charge the client's initial payment, schedule the recurring auto-debit and assign a client education email campaign with the click of one button?
Absolutely! This is the most powerful part of using Cash Practice®. It is so easy and simple to use. We believe it's the most powerful single-button you will ever have your hands on for your practice.

It seems expensive. Will I make enough to cover the cost?
It costs you more not to be a member. Here's how.
  1. Clients on plans stay longer. Clients that stay longer make you more money.
  2. Auto-Debit will save you money compared to key-entering your credit card payments. Key-entered charges on your credit card machine costs you 1.0% to 2.0% more to process. That equates to additional $100 - $200 per $10k in charges for NOT using auto-debit.
  3. Six to eight hours of staff time per month for key-entering credit card payments. That equates to another $100 - $125 per month.
  4. Mailing a newsletter cost more than emailing.
Compared to mailing newsletters, key-entering charges & not using cash plans, Cash Practice® members save money & make more in the process.

Is Cash Practice® just about making more money?
Absolutely not! Cash Practice® gives our members the tools they need so they can give clients the best service possible.

If your question was not answered here, Ask Customer Care.

Cash Practice® Systems Requirements

How do I access Cash Practice® Systems?
Cash Practice® Systems is accessed over the internet using a web browser. We recommend using Internet Explorer. Some of the features may not work with other browsers. All features have been tested and work 100% with IE.

Will Cash Practice® Systems work with MacOS?
Cash Practice® Systems works with MacOS. On a Mac, you should use the Mozilla Firefox browser. Some of the training videos will not play on a Mac. We recommend using a PC.

Why won't the entire web site fit on my screen?
You have your screen dimensions set too small. Set your screen resolution to at least 1024 by 768 for best viewing. To change it on your PC, right-click on your desktop and select Properties. Click the Settings tab. Move the slide bar to set the resolution.

What about popup blockers?
Popup blockers will interfere with the performance of some Cash Practice® Systems features. Be sure to set your web browser's popup blocker to allow popups from "bodzin.net". In addition, third party security programs with popup blockers should also be set to allow popups from "bodzin.net".

Do I need a merchant account?
If you plan on using the Auto-Debit System®, you will need to apply for one of our internet merchant accounts (provided by Processing Point, LLC). We will complete the application process for you.

Can I use this in my Country/State?
Please see Cash Practice® Systems's Terms of Use. The Auto-Debit System® requires the use of a Merchant Account. Currently the merchant account we use is limited to use within the Continental United States and Canada.

Can I use dial up or do I need a high speed internet connection?
We recommend using high speed internet connection. You can use dial-up to operate the Cash Practice® Systems, however you will have a hard time watching videos, downloading manuals or attending live trainings.

If your question was not answered here, Ask Customer Care.

Cash Practice® Systems PCI Compliance & Security

Are Cash Practice® Systems PCI compliant?
Cash Practice Inc PCI DSS Certified by TrustWave
SecurityMetrics Certified
Yes. Cash Practice® Systems is a Level 2 PCI Compliant Service Provider. Learn more by going to PCI.CashPractice.com. In order to process auto-debit payments, a merchant is REQUIRED to use a PCI compliant software program, such as Cash Practice® Systems, with an Internet Merchant Account - also known as a MOTO (mail-order telephone-order) Merchant Account. It is against PCI regulations to use a Retail (card-swiped) Merchant Account for recurring auto-debits. Any breech of PCI regulations can result in fines of $25,000. You can rest assure that you are safe using Cash Practice® Systems for your recurring auto-debits.

Is there anything we need to do to be PCI Compliant?
Yes. Using CashPractice.com is just part of the solution. However, there are other requirements too. Learn more by going to PCI.CashPractice.com

What does Cash Practice® Systems do to protect my information and maintain security?
Cash Practice® Systems takes security very seriously. To ensure security, Cash Practice® Systems is PCI Compliant. Here is a list of measures we take to ensure that security.
  1. Our dedicated servers that hosts Cash Practice® Systems are stored in a secure internet hosting facility with 24 hour onsite security and surveillance.
  2. We use a third-party vendor, Security Metrics, to scan our dedicated server for security vulnerabilities. If any are detected, immediate action is take to remedy.
  3. All connections made to the server are over an encrypted (https) SSL connection. This is the same technology used by banks.
  4. All sensitive data, such as merchant account numbers, credit & bank account numbers, passwords and more are stored in the database in an encrypted format. Even if someone saw the database they can't read the data. Only the Cash Practice® Member can view it when logged in.
  5. Each Cash Practice® Member has their own encryption key, ensuring your data remains private.
  6. Once credit and bank account numbers are entered into the Auto-Debit System®, they are blinded with X's when accessed and viewed by users.
  7. When left inactive for a period of time, the website automatically logs the user out.
  8. Each time a Cash Practice® Systems web page is loaded, it validates you are an authentic user.
  9. Cash Practice® Members can create separate logins for staff with limited access to the website. Account users can be limited to logging in only on allowed days & times as well as limited to only accessing allowed pages and activities.
  10. When entering data into forms, all entries are validated & cleaned before processing and database storage.
  11. We require you to regularly update your password.
Are Cash Practice® Systems HIPPA compliant?
Yes. First of all, no clinical information is stored by Cash Practice® Systems. The data that is stored by Cash Practice® Systems is stored in an encrypted format with a unique key for each member. Data can only be accessed by the members when they are logged into Cash Practice® Systems. While logged in, if left unattended, a user is automatically logged out. Unique usernames & passwords can be created for staff members. In addition, all credit card and bank account numbers are blinded with X's.

I created account users for my staff, but they cannot login?
  1. Username and password are case sensitive.
  2. The account administrator will need to login to verify correct username and password are being entered.
  3. The account user is trying to login outside of allowed login days/times. The administrator can login and view/edit the users account by going to [My Account] ⇒ [My Account Users] ⇒ Click on Folder Icon to Edit Privileges ⇒ Save.

If your question was not answered here, Ask Customer Care.

Purchasing a Cash Practice® Membership

How do I purchase a membership?
You purchase a membership to Cash Practice® Systems by clicking Start Now. You can become a member of any one system, or select either the Gold or Platinum Packages for added savings and bonuses. You will immediately receive an email receipt with your username and temporary password. Make sure you use an accurate email address when you signup. The email address you use will become your username for logging in. You can then immediately login and get started.

How do I Re-Activate an expired membership?
You can re-activate an expired membership to Cash Practice® Systems by either clicking Re-Activate Membership or when attempting to login to the expired account.

Can you just send me a CD?
No, Cash Practice® Systems is used online by logging in. You do not install the program onto your computer.

Do I need a membership for each office?
No, you may use your Cash Practice® Membership for as many offices as you have. Cash Practice® is licensed per provider, not per company.

Do I need a membership for each service provider in the office?
Yes, if you want to have each service provider's name available for Cash Plans, Auto-Debts & Client Drip-Education® Emails

What are the free bonuses that are included?
The following bonuses are included immediately with all paid memberships.
  1. Staff Bonus Calculator™ & Payroll Report Generator™
  2. Super CA Daily Operations Checklist™
  3. Over 10 hours or of pre-recorded Tele-Classes
The Two & Three System packages also include a copy of Cash Practice New Patient Script.

If your question was not answered here, Ask Customer Care.

Cash Plan Calculator® System

What is the Cash Plan Calculator® System?
The Cash Plan Calculator® System is a powerful, simple to use, web-based application for creating customized cash plans. It produces a contract for your clients to sign outlining the services and products you're including in their treatment plan. It also authorizes you to auto-debit their credit card or bank account (required merchant processing).

Why do I need the Cash Plan Calculator® System when I can just make my own plan?
First - Why reinvent the wheel? Second - Is your plan legal? Third - How professional is your plan? Do you have to hand write your services, fees and calculations? Fourth - How many clients have been signed up on your plan. Hundreds of service providers have used the Cash Plan Calculator® System and over 15,000 plans have been created to date with the Cash Plan Calculator® System.

Can I use my own Logo on my cash plans?
Yes. You can upload you own logo under [My Account] ⇒ [Logo & Picture Upload].

How do I print a cash plan?
To print an opened cash plan, either click your logo at the top of the cash plan or type CTRL-P.

The cash plan margins are too big. How do I make the plan fit when printing?
To reduce the margin size, do the following. On your Internet Explorer browser, go to FILE (v6.0) or the Printer Icon (v7.0 & v8.0) and click Page Setup. In the window that opens, enter a zero in each of the four margin boxes. The zeros will be replaced by your printer's smallest margin (ex. 0.17). Delete the contents of the Header & Footer boxes. Click OK.

The web site URL shows up on printed plans. How do I get rid of the URL?
On your Internet Explorer browser, go to FILE (v6.0) or the Printer Icon (v7.0 & v8.0) and click Page Setup. In the window that opens delete the contents of the Header & Footer boxes. Click OK.

I click the open button, but the Cash Plan will not open?
A popup blocker will interfere with your cash plans from opening. Make sure you set your browser's popup blocker to allow popups from "bodzin.net".

How do I make changes to the cash plan document?
To customize the cash plan document, you need to go to the [Cash Plan Calculator®] ⇒ [Setup]. Go through each of the nine steps to edit the plan.

What is the Target Collection Level™ (TCL)?
The Target Collection Level™ is the amount of money you should be collecting on average per visit for a cash plan. It is used as a "benchmark" for determining how much you should discount your plans. This is done to make sure your plans are profitable. When you create a cash plan, you will compare your Ave$/Visit to your TCL. If you need to increase your Ave$/Visit to get closer to the TCL, decrease the CCP Discount. If you need to decrease your Ave$/Visit, increase the CCP Discount.

How do I determine my Target Collection Level™ (TCL)?
The Target Collection Level™ is determined by a simple formula based on your Practice Overhead, Client Volume & Desired Percent Overhead. Use the [Auto-Debit System®] ⇒ [Target Collection Calculator™] to determine your TCL.

How do I create a new cash plan?
Under the [Cash Plan Calculator®] ⇒ [Add New Cash Plan] or on the Cash Plan Calculator® System page, click the Add New button. Creating a new plan is an easy 2 step process.

How do I create a block of visits?
When you create a new plan, you will need to enter the number of months. To create a block of visits, enter a zero (0) for the number of months. A block of visits does not offer payment options.

Can I enter any number of months I want for a cash plan?
There is no limit to the number of months you can enter when creating a cash plan.

Are the cash plans created by the Cash Plan Calculator® System legal?
You need to check your own State & Licensing laws as to whether you can accept payment in advance and provided discounts for services. Please see the Terms of Use for full explanation.

I practice in California. Are the cash plans legal in California?
The State of California allows health care providers to discount their services for uninsured & under-insured individuals. In addition, the discounted fee cannot be used by insurance companies as your usual & customary fee. Click the Legal link review.

What are the California State Board of Chiropractic Examiners requirements?
The California State Board of Chiropractic Examiners requires any cash plan that accepts payments in advance (prepay) to be submitted for review by the California Department of Managed Care to determine if licensure is required. Failure to do so is a violation of your chiropractic license and leaves you vulnerable to disciplinary action for unprofessional conduct. Please see Legal for details.

Have the Cash Plans been reviewed by the California Department of Managed Care?
Yes, the Cash Plans produced by the Cash Plan Calculator® System have been reviewed by the California Department of Managed Care and determined to not require licensure, as submitted. If you make significant changes to the Cash Plan Document, you will need to submit the new cash plan to the Department of Managed care for review. Please see Legal for details.

How are the cash plans setup?
The Cash Plan Calculator® System itemizes all services in the plan. You can select which services to discount, not discount, or include at no charge. Then the CPC applies a discount (CCP) to those services you indicated, resulting in a lower cost for the client to purchase your services as opposed to paying per visit. The lower fee can then be paid in up to three different payment options. Discounts can also be applied to additional family members.

Why are there three payment options instead of just having just a prepay only?
There are a lot of reasons to offer payment options that include monthly auto-debits as opposed to just offering a discount for full prepay.
  1. It is easier for clients to sign up because they can more easily afford monthly payments.
  2. Clients don't feel pressured when given payment options.
  3. Clients more easily transition to long-term practice members when paying monthly auto-debits.
  4. The money you collect on a prepay is not yours until you render the services and is subject to refund.
  5. When your collections are based on monthly auto-debits, your monthly collections do not go up & down so easily.
  6. When options are given, clients that do elect to prepay tend to stay in your practice much longer.
  7. Clients (and you) are used to paying monthly payments.
  8. Monthly payments are a better fit for creating practice members. Memberships are typically paid with monthly payments, whereas a one-time purchase (like a prepay) is typically used for a one-time purchase.
Can I apply a patient's insurance when creating a plan?
Yes, you can account for a patient's insurance when creating a plan. Listen to the audio "How Do I Use Insurance?" on the [Training & Support] ⇒ [Trainings] page. to make it easy, you can use the Cash Plan Calculator® System's Insurance Visit Estimator™ to determine how many visits are covered by insurance. If the insurance company tells you how many visits they cover, then you do not have to use the Insurance Visit Estimator™. Be sure to read the section on insurance in the Cash Plan Calculator® System Quick Start Guide.

What is the difference between a Corrective Care & Wellness Care plan?
The Corrective Care plan has a start & end to it. It is designed for new clients. The Wellness Care plan has no end date. It goes on indefinitely on a month-to-month basis. Under the Cash Plan Calculator® System Setup, you can change the name of the plans. Wellness Care plans do not offer payment option 2. This is because clients on indefinite monthly payments should not have to make a new down payment.

What happens if a client quits before they finish a plan?
The plans specifically state that a client has the right to stop at any time and if they do so, the plan is prorated for the care they used. If they paid more than the prorated amount, then you will refund them the difference. If a balance is determined, then the client pays the difference.

What if the client stops, we prorate the account and they owe money. How do we collect it?
The cash plan has a place that the client signs authorizing the automatic debit of their credit card or bank account for the balance.

What if the client does not have or does not want to leave a credit card or bank account info on file?
Although this is uncommon to occur, should this happen, we do not allow them to sign up on option 1 (monthly payments). They have to select payment option 2 or 3.

Can I create Family Plans with the Cash Plan Calculator® System?
Yes. You can have up to seven people on a cash plan. Each person can have their own individualized list of services. The system automatically calculates discounts for each additional family member. You can designate a separate discount for the 2nd, 3rd and 4th+ family members.

Why does the total percent discount not match the Plan Discount I set for the cash plan?
The total percent off takes into account if you included services at no charge or full price and if you included family members with a discount. Theses factors will cause the total percent saved to either be greater than or lower than what you set the CCP to be. We assure you that the calculations are being performed properly.

Can I make cash plan templates and copy them for each client?
Yes. You can make as many cash plans as templates that you want. To make copies of a template plan, select it from the Cash Plan Calculator® System and click the copy button.

Can I edit a previously saved plan?
Yes. You can make any changes you want to a previously plan. However, you cannot change the number of clients on a plan. To edit a plan, select if from the Cash Plan Calculator® System and click the edit button.

How do I print a list of my cash plans?
On the Cash Plan Calculator® System click the to the right of the select plan box to reveal the Search Saved Plans. Then click the Print List button.

Can a Cash Plan be used by any associates
Yes. If you have associate members as part of your membership, you will be able to select which provider the plan is for.

How easy is it to learn how to use the Cash Plan Calculator® System?
It is very easy to learn how to use the Cash Plan Calculator® System. You should start by downloading and reading the Cash Plan Calculator® System Quick Start Guide. You can also attend a LIVE webinar training.

Do I have to use the Auto-Debit System® with the Cash Plan Calculator® System?
No. However you should. When you create cash plans with the Cash Plan Calculator® System you will have clients who want to pay monthly. The Auto-Debit System® is the easiest, most efficient, least expensive way to manage your recurring monthly payments. Having your staff manually key-enter your monthly payments into a credit card machine is labor intensive and will typically cost you $150-$250 more per month in wages and merchant fees as compared to using the Auto-Debit System®.

Should the service provider or a staff member go over cash plans with a client?
It really does not matter who goes over the plans with the client. What is important is that plans are not reviewed with the client until the client has accepted and agreed to your treatment plan recommendations. There's no need to talk money with a client unless they want to do your recommended service plan. Only then should the cash plan be discussed. The provider should know how do present cash plans. However, if you would prefer a staff member present them, do so.

I have never presented a cash plan before. Any advice?
Start off by studying the material on the [Training & Support] ⇒ [Trainings] page and review the New Patient Script (available to Gold & Platinum members) listed under the My Account menu. When you first start creating plans, start with plans that are shorter in time (fewer months) and discounted a little more than you would really like them to be. While you are learning how to present the plans, you will have more people agree to sign up if you follow this. Clients agreeing to your treatment plan AND signing up for your plan will boost your confidence. As you get better and more confident in your presentation skills, increase the number of months and decrease the discount until you are satisfied with the plans. The key to success in case presentation is being confident, caring, not being pushy or using scare tactics, demonstrating value, and following a system.

If your question was not answered here, look in the Cash Plan Calculator® System Quick Start Guide or Ask Customer Care.

Auto-Debit System®

What is the Auto-Debit System®?
The Auto-Debit System® is a super-easy-to-use web-based application that allows you to schedule recurring auto-debits from client's credit/debit cards and bank accounts as well as process one-time card-present swiped transactions.

Is Cash Practice® PCI Compliant?
Yes. Cash Practice® is a Level 2 PCI Compliant Service Provider. Learn more by going to PCI.CashPractice.com

Is there anything we need to do to be PCI Compliant?
Yes. Using CashPractice.com is just part of the solution. However, there are other requirements too. Learn more by going to PCI.CashPractice.com

How do I process a refund, partial refund or void a payment?
A payment can be voided the same day the transaction was processed. After midnight, the payment can no longer be voided, however a refund can be processed. Either way, the procedure is the same.

Under the Posted Payments Report Generator™, locate the original transaction that requires the void/refund by doing a search. Click the Void or Refund button to load the Payment Voider/Refunder. When refunding, you can also change the amount of the refund to any amount up to the amount displayed. Please Note: You can only process a refund to the original credit card or bank account used.

NOTE: If the refund is for an Direct Debit EFT transaction, do not refund until at least 7 business days have passed since the original transaction. This is because the original EFT transaction can come back RETURNED (bounced, like a paper check) and you don't want that to happen if you already did a refund. After 7 days pass, you can feel confident that the payment will not get returned.

If the EFT was Returned, you will be notified by email as well as see the Return in the Posted Payments Report Generator™ or in the Clients Billing History.

How long does it take for a refunds to process?
The refund within will process within 3 business days for credit cards and up to 5 business days for EFT's.

How do I find out why a payment was declined?
Whenever a payment is declined, an Error Code is returned. You can download the Credit Card and Direct Debit Error Code Manuals under the Auto-Debit System® menu. Keep a copy of the Error Codes Quick Reference Chart at each computer.

A payment was declined. What do I do now?
When you have a declined payment the first step you should take is determine why the payment was declined and then take action. You can look up the reason for the decline with either the Credit or Bank Error Codes Manual. The manual can be downloaded by either clicking the error code (under Declined) or under the Auto-Debit System® menu. A copy of this Error Codes Manual should be printed and kept handy for you and your staff.

Declined payments should be rescheduled and reprocessed. Go to the Posted Payment Report Generator™ to locate the declined payment by doing a search. You will have to take action by clicking on one of two icons. The icon is used to reschedule the transaction. This will allow you to re-process the transaction and make any changes to the billing information. To cancel the payment click on .

If a transaction shows as declined and I don't want to reprocess it, what should I do?
If you are not going to re-schedule/reprocess the declined transaction then you should CANCEL the declined transaction by clicking on the . Once Canceled, it will display "NRS" (Not Re-Scheduled). Now you can archive the transaction. When any transaction is archived you can always review them by going to the search options Storage selections and choose ARCHIVED.

Does the Auto-Debit System® automatically reprocesses declined payments?
No. When a payment is declined, you (or a staff member) can reschedule the payment from the Posted Payment Report Generator™. Locate the payment by doing a search. Then click the to reschedule it. Once its rescheduled, you can click or to process the payment immediately or leave it to process with the nightly auto-debits. If payment is made in another way, the declined payment should be cancelled with . For details, see the Auto-Debit System® Quick Start Guide or view the training video under [Training & Support] ⇒ [Online Videos].

A client's credit card was accepted when we swiped it on our terminal, however it got declined when we used it with the Auto-Debit System®. Did we set something up wrong?
When you get a declined transaction you should be looking up the error code in the Error Code Manual (located under the Auto-Debit System® tab). The manual will give explanation as to why the transaction declined and the resolution to take when re-scheduling the payment. (Example: Bad billing address) The reason the transaction was accepted on your terminal and not the in the ADS, was because the ADS requires accurate billing address whereas a terminal does not request this info. Another option is to process the payment with the Merchant Account set to Retail instead of Internet. The retail merchant account does not require a billing address and works exactly the same as a credit card terminal. In the future look up the error code, then change the required information when re-scheduling the declined payment. Be sure to save the changes in client's account and scheduled auto debits by checking the boxes so this error code does not occur with the next scheduled payment.

Can I email my client a receipt?
Yes. Simply click the icon to open the receipt emailer. You can designate the email address and add a comment to the receipt as well. If you would rather have receipts automatically emailed, that can be setup under the Auto-Debit System® Setup.

How do I edit or cancel an auto-debit?
Under the Auto-Debit Report Generator™, locate the auto-debit in question. Then, under the action column on the far right of the report, click the to edit it or to delete it. Please Note: Deleting a client's account information will not cancel the auto-debit. You must cancel the actual auto-debit to stop the payments from re-occurring. Must be logged in under the primary member's account or have the user account privilege turned on to cancel auto-debits.

What is the best way to delay the next payment for a scheduled auto-debit? I tried to change the one date but, all of the future payments changed along with it.
You could do one of two things:
  1. Create another Auto-Debit for this client. Create a separate Auto-Debit to begin on the delayed date for the one payment. Then change the originally scheduled Auto-Debit's Next Payment Date to a future date that coincides to when it should occur.
  2. Change the date for the scheduled Auto-Debit (yes, all future dates will be changed). After payment is collected go back and change the date to the original payment date.
A client is going to be out-of-town for an indefinite period of time and would like to put his payments on hold. How can I cancel his currently scheduled future payments without deleting his account altogether?
Go to the [Auto-Debit System®] ⇒ [Auto-Debit Report Generator™]. Then click the Search button to locate the client. By clicking on the on the far right, you will delete that entire auto-debit schedule. This will not delete client information, just the auto-debit schedule.

How do we skip one-month's payment for a scheduled Auto-Debit?
The best way to skip one payment would be to go to the [Auto-Debit System®] ⇒ [Auto-Debit Report Generator™] ⇒ [Search] ⇒ Click next to client name ⇒ change "Next Payment Date" to the next month's date. If you need to reduce the number of remaining payments, be sure to do that too. Then click [Next] ⇒ [Submit]. A new payment authorization and payment schedule form will be generated. It's a good idea to have the client sign the new form to verify the changes.

Can I easily set up auto-debits for my current clients?
Yes. The Auto-Debit Scheduler™ allows you to easily set up recurring payments for people already on a payment program. You can schedule daily, weekly, monthly, quarterly, semi-annual & annual payments for a set number of times or to go on indefinitely.

Do I have to use the Cash Plan Calculator® System with the Auto-Debit System®?
No. The Auto-Debit System® can be used by itself, however combining the two systems gives you the most complete way to process your cash plans.

What happens if the auto-debit is scheduled to occur on a weekend or when nobody is working?
That's one of the beauties of the Auto-Debit System®. The system automatically runs whether you're open for business or not. Take a vacation and your payments are still getting processed.

Am I notified of accepted & declined payment?
Yes. Every night when the Auto-Debit System® processes payments, you will receive two alerts by email. The first is a summary of any payments that we're scheduled to run and if any are complete. The second is a summary of what was accepted or declined. The info from this report can also be seen in the Posted Payment Report Generator™.

Can I have the alerts emailed to anybody else?
Yes. It is set as a privilege for account users. To add account users to receive the reports, the administrator will create the user account by going to [My Account] ⇒ [Add New User Account] ⇒ Under the Auto-Debit System® Privileges, check the [Email Alerts] box. If the account user already has an account, you can either do this under the [Auto-Debit System® Setup] ⇒ [Step 3] or by going to [My Account] ⇒ [Account Users] and selecting the account to edit. Then check the Email Alert box.

Can I import payments to my Third Party Software?
Yes. Currently, the Third Party Software (TPS) vendors that have import capabilities are ChiroTouch, Eclipse, Billing Precision and ezpos.
  1. The ChiroTouch & ezpos integrations allows you to process payments directly from their software and instantly posts the payment to the client's ledger. ChiroTouch also allows you to manually import the payments.
  2. The Billing Precision integration allows you directly login to CashPractice.com with a single-click and then automatically imports the payments to the patient's ledger.
  3. With Eclipse, you can manually import the payments by simply exporting a file from the Posted Payment Report Generator™ and then importing them into their program.
Additional TPS vendors are currently building their import capabilities.

How do manually import our payments into third-party software
This is a simple 2-Step Process that will SAVE you TONS of time. Instead of posting each of your payments one-at-a-time in ChiroTouch, you can import them all at once. We find the best way to implement this process is at the beginning and end of your day, you should simply log in to CashPractice.com and click the Posted Payment Status Summary on the home page (top right). Then follow the steps outlined below.

Step 1: Export Your Posted Payments.
  1. Prior to exporting, you need to make sure each of your client accounts have their Third Party Software Account Number assigned. This is the first field on the Add New Client or Edit Client pages. Only Clients with a this account number are exported.
  2. To do this go to the [Auto-Debit System®] ⇒ [Posted Payment Report Generator™.]
  3. Click the Search (with any search parameters), and click the search button.
  4. Once the results appear, click the Download Report icon in the top left corner of the report.
  5. The report will be created and the page will reload with a result box telling you the results of the export. Click the [HERE] link to save the exported file to your computer. It is a good practice to create a folder on your hard drive that you use to save these files to. For example, C:\CashPractice Exports. When the file opens, click [File] ⇒ [SaveAs]. The file name will look similar to Transaction_Report_213055_1238803890.log

Step 2: Manually Import Saved Cash Practice® File To ChiroTouch.
  1. ChiroTouch has a Cash Practice® Import Tool they call the Cash Practice Transporter. To open it, go to your [Start Menu] ⇒ [Programs] ⇒ [ChiroTouch] ⇒ [Utilities] ⇒ [Cash Practice Transaction Importer].
  2. Once the Cash Practice Transaction Importer opens, click the NEXT button.
  3. Browse your hard drive and locate the saved Cash Practice® Export File. Select and click Open.
  4. Click [Next] ⇒ [Next] ⇒ [Report] or [Finish]. The Cash Practice Transaction Importer will import a transaction into a patient's ledger only once. So you do not have to worry about accidentally importing the same transaction multiple times.
  5. Once you import the file, it is also a good practice to delete the file from your hard drive. There's no need to save it.
  6. You can now log in to ChiroTouch ⇒ Front Desk and view a patient ledger. The Transaction Detail for all imported payments will say "Cash Practice".
Step 2: Manually Import Saved Cash Practice® File To Eclipse.
  1. In the Eclipse software simply go to [File] ? [Data] ? [Import/Export] ? [Cash Practice Credit Card Transactions].
  2. Browse your hard drive and locate the saved Cash Practice® Export File. Select and [Upload]. The utility will import a transaction into a patient's ledger only once. So you do not have to worry about accidentally importing the same transaction multiple times.
  3. Once you import the file, it is also a good practice to delete the file from your hard drive. There's no need to save it.
Can I use my current retail merchant account?
No. The merchant account you currently have for accepting credit cards is a retail merchant account. You have a credit card machine and you swipe the card. The Auto-Debit System® cannot use your retail merchant account. It requires the use of our Internet Merchant Account provided by our provider Processing Point, Inc. Please note that using a credit card terminal for manually entering stored credit card numbers is illegal. This practice is a violation of PCI DSS and caries fines up to $25,000 per incident. The Auto-Debit System® does use a retail merchant account along with our USB card swiper for processing one-time card-present transactions. The retail merchant account is al provided by Processing Point, Inc.

I already have a merchant account. Can I use it?
If it is from our provider, yes. Otherwise we will have to get a new one set up for you.

What is the process to get a merchant account set up and how long does it take?
You will be contacted by a Cash Practice® representative when you join a membership that includes the Auto-Debit System®.
  1. It is important that you fax the requested documents to 877-291-5825 right away.
  2. You will then be contacted by a Cash Practice® representative who will ask a few follow-up questions to complete the application process for you. (takes less than 5 minutes)
  3. The representative will email you the completed applications for your signatures. Return the signed applications by email or fax.
  4. Immediately after we receive the fax, we do a final review to ensure accuracy and turn it in to Processing Point, Inc for processing. The approval process takes 4-6 business days in most circumstances. If any further documentation is requested, we will notify you immediately to expedite the process.
  5. While waiting to be approved, you should watch the training video for the Auto-Debit System®.
  6. Once approved, you will be notified by a Cash Practice® representative to help you get setup and started.
Is there a contracted time period with the merchant accounts?
No. Unlike most other merchant accounts that require a 3-year contract, we do not. You can cancel it anytime without penalty.

Are there any fees for the merchant account?
Yes. All merchant accounts have fees. However, because Cash Practice® generates a high-volume of new applications for our processor, Processing Point, Inc, we were able to negotiate competitive fees. Click [HERE] to review the fees. Click [HERE] for an explanation of the way fees are applied.

Is there a minimum monthly fee for merchant processing?
Yes. There is a minimum $25 monthly for credit card merchant fees and a minimum $15 monthly for direct debit bank fees. These are NOT additional monthly fee. If you process approximately $1,000 per month, you will meet the $25 minimum for credit and approximately $800 per month will meet the $15 direct debit minimum. If you process less, you will be charged balance to meet the minimums.

Do I get charged any fees for declined payments?
Merchant processing companies charge their normal processing fees whether the payment was accepted or declined.

What types of credit cards can we debit?
The merchant account allows you to charge Visa, MasterCard & Discover. We can add American Express for you as well, although Amex charges their own merchant fees. Debit cards with Visa & MasterCard symbols can be accepted as well.

What are the fees for Amex?
American Express sets their own fees and they vary from person to person.

What are the recommended forms of payment for to get the lowest fees?
We recommend you accept payments in the following order:
  1. If the card is in hand, you should use the Cash Practice USB Card Swiper. Swiping the card will give the lowest rate. For swiped & card-not-present, the order from lowest to highest fee is Debit Card, Qualified Visa & MasterCard, Mid & Non-Qualified Visa & MasterCard, Discover & Amex. The cheapest would be Direct Debit EFT.
  2. Direct Debit EFT - Lowest cost and no expiration date. Like a bank check, the payment can be returned as unpaid.
  3. Debit Card - Lower cost than credit card.
  4. Qualified Visa & MasterCard - Lowest credit card rates.
  5. Mid & Non-Qualified Visa & MasterCard
  6. Discover or American Express
My merchant fees seem higher. Why?
Have you logged into your My Virtual Reports and reviewed the account statement for details? See [Training & Support] ⇒ [Processing Point] for more information. Click [HERE] for an explanation of the way fees are applied.

As with ALL merchant accounts, depending on the type of credit card used the rate may be up charged to a mid or non-qualified rate. Rewards & Corporate cards fall into mid & non-qualified rates. This is why it is best to debit directly from the clients debit card (with a Visa/MasterCard logo) as much as possible since it's cheaper to process. And you don't have to worry about mid or no-qualified up charges.

The greatest savings occurs with debiting the payment from the clients Checking or Savings account - and you don't have to worry about expiration dates. When compared to other internet merchant accounts, these are still the lowest fees you will find without any contract term.

How do I verify the money is being deposited in my bank account?
Please review your Merchant Account statement. You are mailed a statement each month for your credit card processing. You can review both your credit card and direct debit (EFT) statements by logging into My Virtual Reports. The Reporting Feature also allows you to look up the details of a transaction. NOTE: This is NOT the same as your Cash Practice® Login or Merchant ID Info. Go to [Training & Support] ⇒ [Processing Point] for the link to My Virtual Reports.

Can I auto-debit client's bank accounts (EFT)?
Yes. You can direct debit a client's checking account. This is often called Electronic Checks or Electronic Funds Transfer (EFT). All you will need is the checking account's routing number & account number.

Will this replace my credit card machine? What about one-time transactions?
Absolutely! The Auto-Debit System® uses both Internet & Retail Merchant Accounts so you are always paying the lowest processing fees. Any transaction that is key-entered or auto-debited automatically gets processed with the internet account, whereas any card-present swiped transaction automatically uses the retail merchant account. You never have to worry about which merchant account to use. The Auto-Debit System® chooses the right one for you.

I'm concerned about entering credit cards on a website. How do I know it's safe?
Cash Practice® takes security very seriously. Here is a list of measures we take to ensure that security.
  1. Our dedicated servers that hosts Cash Practice® is stored in a secure internet hosting facility with 24 hour onsite security and surveillance.
  2. We use a third-party vendor, Security Metrics, to scan our dedicated server for security vulnerabilities. If any are detected, immediate action is take to remedy.
  3. All connections made to the server are over an encrypted (https) SSL connection. This is the same technology used by banks.
  4. All sensitive data, such as merchant account numbers, credit & bank account numbers, passwords and more are stored in the database in an encrypted format. Even if someone saw the database they can't read the data. Only the Cash Practice® member can view it when logged in.
  5. Each Cash Practice® member has their own encryption key, ensuring your data remains private.
  6. Once credit and bank account numbers are entered into the Auto-Debit System®, they are blinded with X's when accessed and viewed by users.
  7. When left inactive for a period of time, the website automatically logs the user out.
  8. Each time a Cash Practice® web page is loaded, it validates you are an authentic user.
  9. Cash Practice® members can create separate logins for staff with limited access to the website.
  10. When entering data into forms, all entries are validated & cleaned before processing and database storage.
Is it better to use credit cards or direct debit bank accounts?
There are two main benefits to using bank accounts over credit cards. The merchant fees are less for direct debit. And, unlike credit cards, banks accounts do not have an expiration date.

I try to enter in the client's credit card number and I get a message that says "invalid card". What am I doing wrong?
Verify you are entering the correct number of digits for the card number - 16 for Visa, MasterCard, Discover and 15 for American Express. Next verify you have selected the correct card type. Visa starts with a four (4), MasterCard starts with five (5) and Discover starts with six(6).

Are there any additional Cash Practice® fees for adding the swiper?
No. Cash Practice® is including the retail swiping feature at no additional cost to the existing Auto-Debit System® membership fee. The only fees are the merchant account fees listed below. And we know (since you all turned merchant statements in when you got your internet merchant account) that the merchant fees will be lower for nearly 100% of our members as compared to your current retail merchant processing.

Are the merchant fees charged monthly or with each transaction?
Monthly. You will get 100% of your money deposited directly into your bank account and the merchant fees will be debited only once per month. We are working on getting this capability for our existing internet merchant accounts as well.

I already have an internet merchant account for the Auto-Debit System®. Why do I need a retail merchant account?
Although you could use a swiper to capture the credit card data and process the transaction using your existing internet merchant account, you would still be charged the card-not-present rate. Although our card-not-present rate is great for auto-debits, the swiped-rate with a retail account is even lower! In order to get the lowest fee for your swiped transactions, you need to use our retail merchant account.

Does the Cash Practice® Auto-Debit System® use both internet & retail merchant accounts?
YES. Its the best of both worlds. You get the lower swiped rates with the retail account and the lower internet rates for auto-debits.

Does this replace my credit card terminal?
YES. Now you can process ALL your payments through Cash Practice®. Save money by getting rid of the added expense of your credit card machine.

Can I just use the retail merchant account I already have?
No. The ability to process retail merchant accounts over the internet with a web application like the Auto-Debit System® is BRAND NEW state-of-the-art technology. No other retail merchant accounts are set up to do this.

Are the fees lower with swiped transactions?
YES. Swiped transactions pose less risk to the bank, so they charge less. We've partnered with Processing Point to provide our Retail Merchant Accounts. See the chart below for all fees.

If your question was not answered here, look in the Auto-Debit System® Quick Start Guide or Ask Customer Care.

Drip-Education® Email Marketing System

What is the Drip-Education® Email Marketing System?
The Drip-Education® Email Marketing System is an incredibly powerful web-based application that automates your client education and marketing efforts. Although it can used for many purposes, its power is in automating client education.

What is a Drip-Ed™ Campaign?
The Drip-Education® Email Marketing System lets you set up Drip-Ed™ Campaigns. The best way to understand what a Drip-Ed™ Campaign is through an analogy. Imagine a new client comes in and you want to give them a handout or brochure on each of their first six, twelve, etc visits educating them on a different topic. This is a great way to make sure all you clients get the basic chiropractic education you want them to have. A Drip-Ed™ Campaign does exactly that, except its AUTOMATIC. You assign a pre-made campaign with the educational emails to a client and the Drip-Education® Email Marketing System automatically sends the emails to your client for you.

Why the name Drip-Education®?
If you're a chiropractor, how long was it before you really understood chiropractic? It certainly wasn't after your first day of chiropractic school. Do you really think your clients "get chiropractic" after one new patient orientation class? It takes time and repeated exposure to a topic to really understand it. The same is true for any service provider. It takes time for your clients to understand the value of what you do. Drip-Education is just like Drip-Irrigation for a plant. You "drip" educational tidbits on your clients and watch them grow.

Like a TV commercial, short, repetitious messages work best!
How effective is email based marketing?
According to the Direct Marketing Association, email based marketing outperformed all other marketing methods tested, including other web marketing methods, catalogs, and traditional direct mail. In some cases, it outperformed the other marketing methods four-to-one.

Do I have to create my own campaigns?
Although you can make your own campaigns, The Campaign Library™ has many campaigns for you to begin using right away. Some of the most popular include campaigns for New Patient Education, Birthday Cards and Weekly Handouts.

How easy is it to make my own campaigns?
It is very easy to create new campaigns. Follow the steps in the Drip-Education® Email Marketing System Quick Start Guide for complete instructions.

Do the emails look like they are coming direct from me?
Yes! The emails have your name & email address in the "from name", "from email" and "repltyto email" fields. In fact, you can enter any name & email you want for them. If you purchased associate licenses for your associate providers, the name & email for the correct provider will be inserted for their clients..

Is the recipient's name added to the email?
YES! Many variables are provided that allow you to have each email personalized for the recipient. For example, %ClientFirstName%, %ClientLastName%, %ClientEmail%, %ClientAddress%, %Today%, %NextMonth% and more can be used to customized each email.

I want my clients to forward the emails to their friends. Can that be done?
Absolutely! Every email has a "Forward To Friends" link at the top & bottom of the message encouraging them to forward the message to their friends. This is a great way to get your name in front of more people.

Are there any stock images or graphics I can use in my emails?
Yes! We provide a complete library of stock images for you to use. Images include chiropractic, spine, people, families, kids, holidays, massage and more.

Can I send attachments?
Yes! Attachments get uploaded to the website server and a link in the email you send let's the recipient download it. This is great for sending PDF, Word, Excel, etc files.

Can I send an email broadcast to my clients?
Yes! Use the Drip-Education® Broadcaster™ to send out a message to your email list.

Can I use my own pictures, images & graphics?
Yes! You can upload your own image files for use in the emails.

I have a list of names & email addresses. Do I have to enter each one individually or can I just upload the list all at once?
No. Although you can enter emails individually, if you already have a list of emails you can use the "Import Email List" to import the entire list in one easy step. Instructions are provided on the import page.

I purchased a list of names & emails. Can I upload the list and send them emails?
No. It is against the law and forbidden by Cash Practice® for you to upload a list of purchased emails. Sending emails in such a manner is SPAM. See Anti-Spam for details. Your Drip-Education® account will be immediately terminated if you SPAM. We have a ZERO tolerance policy for spam violations.

What about HIPPA and patient privacy? Can I send emails to clients?
Yes. Just make sure you are not including personal information, such as a diagnosis in the email. In addition, make sure you include a statement regarding the use of email in your HIPPA Privacy Notice provided to all new clients. If a client indicates they do not want emails sent to them, be sure to set their email "Mailing List Status" to NO.

How many emails can I send?
Unlimited! There is no limit on how many you can send. Newer clients can be contacted by email multiple times in a short period of time (2-3x/weeks), however it is best to contact established clients no more than 2x/month. Over sending emails will result is the recipient either ignoring the emails or removing themselves from you list.

What happens if my client wants me to stop sending them emails?
Every email sent has an "Update/Remove Email" link at the bottom. When a recipient clicks the link, they are given the opportunity to update their email or remove them self from your list. You will be sent an email notifying you of either so you may make the change in any other system you have their info in. If the recipient removes them self, their email is not deleted from your Drip-Education® Subscriber list. Instead their "Mailing List Status" is set to "Removed". This way you do not accidentally re-enter them into the system.

How is this different than all those other email newsletter companies?
First, the Drip-Education® System is not a newsletter system. A newsletter system simply lets you or the company broadcast a message (newsletter) to your list. You can use the Drip-Education® Broadcaster System™ for that. So if you get a newsletter that you want to send, do that. The Drip-Education® Email Marketing System is unique in that is lets you assign a pre-made campaign of emails to be sent automatically to a client. Newsletters are one-time emails that get sent to your then-current email list. Campaigns are a series of emails that are sent to individuals whenever that recipient gets it assigned.

Can I schedule the campaign for anytime?
Yes. When you assign a campaign you can set the date you want it to begin. For ease, we also give you the option of assigning a campaign according to birthdates.

Can I have a campaign send an email immediately after assigning it?
Yes. When you create the emails for a campaign, you assign the number of days you want to wait before each email is sent. For example: 1 for one day after assigning, 7 for seven days after assigning, etc. If you set the day to ZERO, the email will be sent immediately.

Can I place a Opt-In-Box on my website?
Yes. Use the Drip-Education® Lead Generation Marketing Wizard™ to create an opt-in-box. You can create as many opt-in-boxes as you want for as many campaigns as you want. For example, to market for new clients, you could create a sign-up box for "Free Report on How To Stop Neck Pain".

Can I send emails within a campaign to another email address?
Yes. You can have emails sent to an alternate emails address when the campaign is assigned. For example, let's say you want an email sent to the provider on the 30th day of the campaign to remind you to give exercises to do at home, do a re-exam, take new x-rays, etc. Simply add an email to the campaign giving said instructions and enter YOUR OWN email in the "Alternate Email" field of the email.

What if I want a campaign, like a birthday card, to automatically repeat itself?
Let's say you have a campaign that you want to automatically repeat. When you create the campaign, set the "Allow Repeat" to yes. Then when you assign the campaign, indicate how often you want it to repeat. Then, when the campaign completes, they Drip-Education® System will automatically reassign it. This works great for Birthday Cards, Holiday emails or any other annual, monthly, etc event. So let's say you assign a birthday card campaign to a subscriber to go out on their birthday. Now, every year when the card is emailed, the birthday campaign will be reassigned forever!

If your question was not answered here, look in the Drip-Education® Email Marketing System Quick Start or Ask Customer Care.