In this article:
Before you can get started using Terminal Payments in Gentu, you will need to register for this functionality. This can be done on our webpage for Patient Payments, or by contacting our Sales Team on 1300 889 362. Once activated, you should receive your Ezidebit Terminal in 3-5 business days.
Once you have received your terminal from Ezidebit, you will need to pair this in Gentu. Pairing will ensure that Gentu is able to send information to the terminal, and also receive information once a payment is complete.
Before you can pair your terminal, it will need to be updated. Updates are run automatically by leaving the terminal plugged in and turned on overnight.
Steven from our Victorian team takes us through how to pair your Ezidebit terminal with Gentu.
To begin pairing, you will need to generate an 8-digit pairing code from your terminal.
- Turn on the terminal.
- If the terminal is not paired, it will present the message terminal is not paired, pair it now?
- Select YES when this prompt appears to generate the pairing code.
Now that you have the pairing code, you can enter it into Gentu.
- Navigate to Settings > Terminal Pairing.
- Select the SETUP PAIRING button.
- Enter the 8-digit pairing code shown on your terminal.
- Select the PAIR button.
Once pairing is complete, the Terminal Pairing window will reflect a Paired status, as seen in the image below.
If you enter the incorrect pairing code, or the code is missing digits, an alert will appear in the top right corner of Gentu, advising that "Invalid pairing code provided." If you get this message, please check that the pairing code typed into Gentu matches the code on your terminal. The code should always be an 8-digit number.
If you have received your terminal but it's not in pairing mode, you can set this up by initiating a software update using the following steps:
- Select 'Menu' on the terminal;
- Select 5 - SERVICE MENU
- Enter Maintenance Password - 767833
- Select 2 - SECURITY
- Scroll down and select 8 - S/W UPDATE
- Select 'YES'
- Select 'YES'
If you need to unpair the terminal for any reason, it will need to be unpaired in Gentu and on the terminal device. You can unpair in Gentu using the steps below.
- Navigate to Settings > Terminal Pairing.
- Select the UNPAIR button.
- You will be prompted to confirm you wish to unpair the terminal, and can select YES, UNPAIR TERMINAL to proceed.
Once complete, you should receive an alert in the bottom left corner of Gentu to advise "Terminal was successfully unpaired."
To complete the unpairing process on the terminal, please contact Ezidebit on 1300 763 256.
To use the terminal to take a payment, you will first need to create an invoice. The invoice can be raised from the appointment book or from the patient's record by select ADD > Invoice. Once you have entered the details of the invoice, you can choose the PAY & CLAIM button, or choose to Pay Only if you are not claiming on the patient's behalf. You can find out more about invoicing in the article for Invoicing.
Steven takes us through how to raise an invoice and accept payments via your Ezidebit terminal.
In the Payment window, you should change the Payment Method to be Ezidebit EFTPOS. By selecting this option, you will note that the RECEIPT button changes to a CHARGE button.
Selecting CHARGE will send the amount payable to your terminal, and Gentu will display a processing window, as been below.
On the terminal itself, the patient will be able to swipe, insert or tap their card. This will then allow them to choose between Cheque, Credit and Savings, and they can input a PIN as normal. When the transaction is complete, Gentu will display a Payment Successful window, as seen below. You can then proceed to PRINT RECEIPT or EMAIL RECEIPT, or you can select the X icon to close the window.
Taking a deposit is similar to taking a standard payment using your terminal.
- Select the DEPOSIT button in the patient's Account screen.
- Enter the Payment date, Account holder, Provider, and Deposit amount as normal.
- Set the Payment method as Ezidebit EFTPOS. Selecting this option with change the ACCEPT button to CHARGE & ACCEPT.
- Select the CHARGE & ACCEPT button.
The patient should now be able to tap, swipe or insert their card to finalise putting down their deposit.
For more information on accepting a deposit, please see our Deposits & Prepayments article.
In some instances, a payment may not be successful, and the below alert will be returned.
These errors can occur for a number of reasons, including:
- The patient selected cancel on the EFTPOS terminal
- The patient selected the wrong account
- The patient entered the incorrect PIN
- The patient had insufficient funds in their bank account
- The internet connection dropped during the transaction
- The terminal timed out during payment
If this occurs, you can select the RETRY button to activate the terminal again, allowing the patient to retry their payment.
Functionality for refunding payments using your Ezidebit Terminal is still being developed.
Until this is developed, you can issue a refund in Gentu by setting the Payment Method as EFTPOS, and can manually process a refund on your terminal. For instructions on using your terminal for refunds, please contact Ezidebit on 1300 763 256.
After you have receipted a payment, you can proceed to make an additional payment by another payment method if needed, or you can open the invoice to select the CLAIM button to send the claim to Medicare on behalf of the patient.
> Where can I purchase EFTPOS paper rolls for my Ezidebit terminal?
You can request additional paper rolls from Ezidebit. Please email Ezidebit with your Client ID, the number of rolls required and the preferred mailing address, and these will be sent free of charge.
> Are there limits for how much can be paid using the EFTPOS terminal in a single transaction?
There are enforced for how much can be paid in a single transmission. The patient's bank account may also have separate limits.
For the below specialties, patients can pay up to $15,000 per transaction. All other specialties are capped at $6,000 per transaction.
- Cardio-Thoracic Surgery
- Colorectal Surgery
- General Surgery
- Oral & Maxillofacial Surgery
- Orthopaedic Surgery
- Plastic Surgery
- Vascular Surgery
> Can I use the same terminal for different providers?
At the moment, the terminal can only be configured for a single bank account. This means that funds are received into a single bank account, and you may need to distribute the money to the individual providers afterwards.
> How will payments be displayed in my Banking Report?
All payments taken using your Ezidebit Terminal will be listed in your Banking Report as EFTPOS.
> What card types are accepted?
For EFTPOS terminal payments, EFTPOS, Visa, Mastercard and American Express (if enabled) cards can be used, as well as Mobile Wallets including Apple Pay and Google Pay. EFTPOS is used when 'CHQ' or 'SAV' is selected on the terminal, whereas everything else will be considered Credit.
> How does settlement work?
EFTPOS transactions are not visible in the Ezidebit system until up to 24 hours after the transaction is processed. All EFTPOS terminal transactions will take up to two business days to settle. Funds will be cleared to your nominated bank account alongside your existing products on the same timeframe.
> Can I change my settlement time?
By default, you will receive an end of day settlement summary at 6pm. If you would prefer settlement to be received at a different time, you can contact Ezidebit Support to organise a new settlement time.
> Is the machine battery operated? If so, how long does it last?
The terminal works off a battery and can last up to eight hours, depending on frequency of use. If you don’t already have one, you can also choose to order a base station which will give you charging functionality while connected.
> Can I use my terminal for MOTO payments
At present, your Ezidebit terminal is not configured to allow payments taken over the phone. Instead, you can use our Online Payments functionality for receiving payment.
> Can my terminal be used for Medicare Easyclaim?
Your terminal cannot be used with Medicare's Easyclaim system, however the patient can use their paid invoice to submit a claim to Medicare. Alternatively, you can submit the claim on the patient's behalf through Gentu. For more information, please see our Invoicing Patient Claims page.