Department of Medicine

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Department Policies
General Administrative Policies

Title:	Credit Card Policy	Policy #: GA-01
Authorized Signature:		Review Date:  3-19-03
Authorized Signature Revised:		Revision Date:
Authorized Signature Origination:		Origination Date

Policy:

To ensure proper processing of credit card payments for patient services and approval code requests by employees within the Department of Medicine.

Procedures:

Employees located at CUMC Suite 5700 and 5800:

1. When processing a credit card that is presented in person, press “Sale” button on machine before beginning transaction. After pressing “Sale” slide card through machine and follow instruction prompts on display screen. After printing merchant copy and customer copy press “Reprint” for third copy. Have the customer sign the merchant copy and give the customer copy to the customer. The merchant copy and the third copy that were printed should be stapled together and included in the daily deposit.

2. A “Sale” transaction is the only transaction that is to be processed. Under no circumstances is an “Auth Only” to be performed. Contact Operations Manager, or, Department Finance Manager for any situation requiring a “Return”.

3. When a Medicine Division calls for an approval code, press the “Sale” button and then manually enter the credit card number. Follow the instruction prompts on the display screen. Relay the approval code to the division representative. The merchant copy and customer copy slips should be stapled and placed in deposit bag but should not be included in front desk deposit.

4. The daily batch report is to be placed in the deposit bag.

5. The “Credit Card Machine Log” must be completed for all transactions. Log sheets should be placed in the deposit bag when the sheet is full.

Employees located at other CUMC offices and off-site locations (except Lakeside):

1. When processing a credit card that is presented, use the imprint machine provided to obtain the customer’s credit card information.

2. Call the front desk number provided for your division (see following list) for an approval code. The approval code must be written on the hard copy credit card slip.

Divisions to call 280-5254
Hematology/Oncology
Osteoporosis
Bone Metabolism
Diabetes/Endocrinology

Divisions to call 280-4510
Nephrology
Gastroenterology
Allergy
Pulmonary

3. Obtain the customer’s signature on the hard copy slip.

4. The hard copy slip is to be included with the daily deposit.

Employees at Lakeside Clinic:

1. When processing a credit card that is presented, use the imprint machine provided to obtain the customer’s credit card information.

2. Obtain the customer’s signature on the hard copy slip.

3. Upon returning to the CUMC office, approval codes must be obtained for all hard copy slips. Press “Sale” before beginning transaction. Manually enter credit card number and then follow instruction prompts on display screen. Write the approval code on the hard copy slip.

4. The hard copy slip is to be included with the daily deposit.

5. Staple together the merchant copy and customer copy printed from the machine and attach with the daily deposit but do not add to the deposit total.

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Updated Feb 2005