VeriFone HICAPS VX820 User manual

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HICAPS terminal
user guide

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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
• American Express 00 6 64
• Diners Club 800  
Authorisation services are available 4 hours a day, 7 days a week.
lost or stolen cards
Please call the above authorisation line appropriate for the card type used (credit or debit).
Call 13 25 15 and select extension 500 when calling about lost or stolen credit cards.
terminal number
Attach your first sign on receipt here!

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table of contents
1 HICAPS/EFTPOS 7
. HICAPS help desk 7
. glossary 7
. diagram of HICAPS terminal 9
2 HICAPS 11
. terminal provider setup 
.. adding a new provider 
.. modify provider 4
.. deleting a provider 5
. all provider function 6
.. claim to sale 7
.. claim to deposit 7
.. item memory 8
..4 clear item memory 8
..5 HICAPS auto settle 9
..6 settle transaction list 9
. processing a HICAPS claim 0
.. processing a HICAPS claim transaction (HICAPS terminal) 0
.. processing a HICAPS claim transaction (practice management system) 
.4 cancelling a HICAPS claim 4
.4. cancelling a HICAPS claim (HICAPS terminal) 4
.4. cancelling a HICAPS claim (practice management system) 6
.5 manual daily transaction summary (HICAPS totals) 7
.6 ordering terminal rolls 8
.7 performing terminal sign on/logon 8
.8 customising a HICAPS receipt (optional) 9
3 EFTPOS 30
. processing an EFTPOS transaction 0
.. processing an EFTPOS transaction following a successful claim transaction 0
.. processing an EFTPOS transaction 
.. processing an EFTPOS transaction (practice management system) 
. refunding an EFTPOS transaction 
.. refunding an EFTPOS transaction 
.. refund an EFTPOS transaction (practice management system) 6
. EFTPOS settlement 7
.. manual EFTPOS settlement 7

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.. automatic terminal settlement 8
.. host forced settlement 40
..4 merchant password 40
4 Terminal functions 43
4. functions 4
4.. settle 4
4.. trans 4
4.. function 4
4. transaction menu 4
4.. balance/quote 4
4.. refund/cancel 44
4.. pre-auth 44
4..4 completion 44
4..5 cash out 44
4..6 sale 45
4. terminal function options 45
4.. reports [] key (print EFTPOS and HICAPS reports) 45
4.. configuration setup [] key (refer help desk) 45
4.. terminal restart [] key 46
4..4 terminal lock [4] key 46
4..5 terminal logon [5] key 46
4..6 balance enquiry/quote [6] key 46
4..7 stationary order [7] key 46
4..8 reprint [8] key (reprint EFTPOS and HICAPS transactions) 46
4..9 terminal SW load [9] option 46
4.4 changing the terminal security password 46
4.5 fallback procedure 47
5 Terminal connections 48
5. terminal Connectivity 48
5.. dial 48
5.. ethernet (IP – Internet Protocol) 48
5. the terminal docking station 48
5.. power 48
5.. terminal pin pad 48
5.. ethernet 49
5..4 telephone line 49
5..5 RS (PMS Integration) 49

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6 thermal printer 50
6. VX80 50
6. VX680 50
7 HICAPS response codes 5
7. transaction level HICAPS response codes 5
7. item level HICAPS response codes 54
8 EFTPOS error messages and corrective actions 56
9 Merchant requirements to ensure EFTPOS 59
transactions are valid
10 Terminal functions T4200 series 60
11 Medicare Australia Easyclaim 6

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1. HICAPS/EFTPOS
1.1 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.
1.2 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.
cancel Reverses a transaction processed through the terminal.
card A membership card issued by the Health Fund or an EFTPOS
or credit card, issued by a bank.
claim After treatment is provided, details are sent electronically
via the terminal to the Health Fund.
claim declined When a Health Fund declines to pay the request a brief
response message will print with each declined item
and/or claim.
claim receipt Either the terminal or the associated Practice Management
System prints a receipt, which must be signed by the patient
to acknowledge services and approve the transfer of payment
to the provider.
claim to sale The terminal facility allowing you to start an EFTPOS transaction
using the Gap amount returned from the HICAPS Claim.
clinical code Two digit alpha/numeric identifying the body part/primary
condition/diagnostic intervention on which the service was
performed.
date (of service) The date the specific item of service was performed – format
ddmm.
fallback The terminal was unable to contact the bank to process an
EFTPOS transaction, but the transaction has been approved/
declined and will be sent to the bank with the next transaction.
gap payment The amount remaining after the Health Fund has approved
a benefit for the specified services.

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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.
item cost The amount charged for the given item of service.
item number Numeric code identifying the type of service performed.
Refer to the HICAPS Quick Reference Guide or the relevant
schedule for a full list of item numbers.
member A customer of a Health Fund.
MMF The Multi-Merchant Facility. This is a feature of the HICAPS
terminal which optionally allows you to settle the EFTPOS
funds separately for each provider.
patient ID A member listed on the card which identifies a given patient
within a Health Fund membership.
Practice
Management system
The PC-based system which allows a transaction to be sent
directly to the HICAPS terminal.
provider Practitioners who provide Health Services to patients.
provider number Is eight characters that uniquely identify each individual
provider for a specific location. Provider numbers that HICAPS
use are issued by Medicare Australia or Medibank Private.
Provider numbers are location specific, so you must have
a provider number for each location you wish to practice at.
refund Refunds a previous EFTPOS or credit approved transaction.
reversal Reverses an approved transaction on the same day the
transaction was processed.
RRN Receipt reference number (unique  digit field).
swipe member card Pass the membership card through the card reader on the
right-hand side of the HICAPS terminal.
tooth number Two digit FDI numeric identifying the tooth on which the
service was performed.

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1.3 diagram of hicaps terminal

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i. 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.
To confirm, cancel and clear selections you can press the coloured keys on the terminal.
i.e. if you wish to cancel out of a screen, the cancel button on the screen is red hence you
would press the red key on your terminal.