Terminal User Guide
Contents
1. After entering the provider s name press the ENTER key step 5 Key the provider number for this location then press ENTER This is the 8 character number supplied by Medicare or Medibank Private If your provider number is shorter than 8 characters you will need to include leading 0 s to make up 8 characters Alpha character entry is entered the same as for entering the provider s name step 6 Select the Merchant name for processing EFTPOS payments for this provider from the list presented then press ENTER The list can contain up to 25 merchant details so please ensure you select the correct merchant from the list PROVIDER NUMBER 123456AJ Dr J__ 1 2 3 sel 4 5 6 7 8 9 oO de CLEAR SELECT MERCHANT A 1 A Smith St Practice 2 B Dr Smith 3 C DrJones 4 D Dr Brown 5 E Dr White 6 F Dr A Smith lt step 7 This option will enable the terminal to prompt to automatically start an EFTPOS transaction for the gap amount Select the appropriate option for this provider 7 CURRENT a CLAIM TO DEPOSIT step 8 Note If a Claim to Sale is disabled the Claim Deposit is not displayed This option will enable the terminal to prompt for deposits optical only step 9 Select Item Memory enabled or disabled for this provider2. RESPONSE lt RESPONSE MESSAGE gt RESPONSE SIGNATURE REQUIRED SIGNATURE SIGNATURE CORRECT NO YES 3 1 2 processing an EFTPOS transaction step 1 To start an EFTPOS Sale transaction simply swipe the patient s EFTPOS card through the terminal This could be Credit Visa MasterCard Charge Amex Diners or JCB or Debit Cheque or Savings as per your EFTPOS agreement step 2 If the terminal has MMF active you will then be prompted to select the appropriate provider from the merchant list step 3 Enter the amount of the sale step 4 The cardholder is to select their account using the buttons beside each account option step 5 The terminal will then prompt for the cardholder to enter their PIN and press ENTER For a Credit or Charge card transaction the cardholder can just press ENTER if they don t have a PIN SELECT MERCHANT A 1 A Smith St Practice 2 B Dr Smith 3 C DrJones 4 D Dr Brown 5 E Dr White 6 F Dr A Smith lt VISA PURCHASE SALE AMOUNT 25 50 ea ENTER SELECT ACCOUNT CHEQUE SAVINGS CREDIT PINPAD TOTAL 25 50 KEY PIN AND ENTER q CLEAR 25 26 step 6 The transaction will be processed by the bank and be approved or declined Please ensure you check th
3. Ga CLEAR Card Type REFUND SALE AMOUNT 0 00 ge CLEAR 30 step 6 The cardholder is to select their account using the buttons beside each account option step 7 The terminal will then prompt for the cardholder to enter their PIN and press ENTER For a Credit or Charge card transaction the cardholder can just press ENTER if they don t have a PIN step 8 The transaction will be processed by the bank and be approved or declined Please ensure you check the screen and receipt to confirm the transaction was approved or declined step 9 If the payment was made using a card without a PIN you will also be asked to confirm the signature once the transaction is approved by the bank step 10 If the signature matches press YES ENTER and the transaction is complete If the signature doesn t match press NO CLEAR to cancel the transaction and get payment by another means SELECT ACCOUNT CHEQUE SAVINGS CREDIT PINPAD TOTAL 25 50 KEY PIN AND ENTER de CLEAR RESPONSE lt RESPONSE MESSAGE gt RESPONSE SIGNATURE REQUIRED SIGNATURE SIGNATURE CORRECT NO YES 3 2 2 refund an EFTPOS transaction practice management system To refund an EFTPOS transaction simply send the transaction to the HICAPS terminal by selecting the appropriate option from your
4. A Smith St Practice To print a report summarising the totals for EFTPOS SETTLE key 2 B Dr Smith transactions previous settlement period 3 C Dr Jones step 2 4 D Dr Brown step 4 5 E Dr White Once you have selected an option you will be asked MERCHANT NAME If the terminal has MMF active you will then be prompted l to select the appropriate provider from the merchant list v 6 F Dr A Smith to press YES ENTER or NO CLEAR to print out your Do lt option selected gt selection NAB NO YES 34 3 3 2 automatic terminal settlement This option enables your terminal to settle automatically at a pre determined time each day To set up your terminal to settle automatically step 1 Press the FUNCTION key step 2 Enter 5 6 and press ENTER step 3 The terminal provides you with 3 options step 3a 1 Settlement allows you to enable or disable settlement for all providers merchants or by each provider merchant step 3a i Once you have selected settlement for all merchants you will be asked to enable or disable settlement by using the buttons beside each option step 3b 2 Auto Settle NAB allows you to set up the automatic settlement time by all providers merchants or by each provider merchant step 4 Select auto settle for all merchants by pressing 1 and ENTER or for a selected merchant by pressing 2 and
5. If there is more than one transaction for that cardholder all transactions can be reviewed by using the up down arrow buttons REFUND CANCEL SWIPE INSERT CARD CANCEL TXN RRN 123456 A Merchant Name 531539 870 S CASHOUT 25 88 PURCHASE 47 50 Press CLEAR to REFUND v Press ENTER to CANCEL TXN step 4 Pressing the NO CLEAR to enter a different value for the Refund for this cardholder refer to option 2 below or the YES ENTER key to Refund the selected transaction option 2 Refunding any EFTPOS Transaction step 1 Press the REFUNDS key step 2 The terminal will then prompt you to swipe insert the card Swipe the Cardholder s card step 3 The terminal will prompt for you to select a Merchant by entering the number beside the Merchant s name and press ENTER or scrolling down and highlighting the Merchant name and pressing ENTER step 4 The terminal will then prompt you to enter the refund password for the selected merchant Key the Password and press ENTER step 5 The terminal will then prompt you for the amount for the Refund Key the amount and press ENTER REFUND CANCEL SWIPE INSERT CARD SELECT MERCHANT AEE 2 B Dr Smith 3 C Dr Jones 4 D Dr Brown 5 E Dr White 6 F Dr A Smith lt REFUND ENTER MERCHANT PSWD Merchant Name
6. EFTPOS SETUP 1 SETTLEMENT 2 AUTO SETTLE NAB 3 MERCHANT PASSWORD 4 terminal functions 4 1 the screensaver idle screens The HICAPS T4200 has a built in screensaver function While the terminal is not in use it will display the following screens The screensaver will scroll between these screens until you start to use the terminal either gt from your integrated Practice Management System gt by swiping a card gt by using any key including the clear key TRANS 02 APR 08 13 58 SWIPE ll CUSTOMER CARD menu HICAPS O Fast claims on the spot www Nicaps com au 02 APR 08 13 58 37 38 4 2 main menu The Main Menu is accessed by pressing the bottom right hand button beside the screen 4 2 1 logon The Logon option is used to logon to the NAB HICAPS host log on by terminal by merchant or by provider 4 2 2 batch The Batch option is used to perform settlement review and reprint transactions in the current batch For Settlement see the Settlement section Review used to review transactions and reprint a receipt Total used to display EFTPOS totals Find used to find a previous transaction using the RRN and enables you to reprint a receipt 4 2 3 terminal Terminal options View is used to view the terminal and PIN pad software versions Load Tables is used to load configuration information from the NAB HICAPS host T
7. INVOICE vy 39 40 4 3 transaction menu The following menu lists the available transactions for the HICAPS T4200 4 3 1 balance quote The Balance Inquiry option can be used to request an account balance but only for NAB debit cardholders The Quote option allows a provider to provide a quotation to a patient by checking with the patient s Health Fund what they are covered for Entering a quote transaction is the same as for a claim transaction Note Refer to HICAPS website www hicaps com au for Health Funds participating in the quotations function 4 3 2 refund cancel The Refund Cancel option is used to either reverse an EFTPOS transaction or cancel a HICAPS Claim transaction refer to section 2 3 1 4 3 3 pre auth The Pre auth option is available for credit cards only A pre authorisation is a non value transaction In order to process the value portion of a pre authorisation refer to the completion option below 4 3 4 completion The Completion option is used to process the value transaction relating to a pre authorisation already obtained A completion must be performed within four business days of obtaining a pre authorisation and is only available for CREDIT cards TRANSACTION 1 BALANCE QUOTE 2 REFUND CANCEL 3 PRE AUTH 4 COMPLETION 5 CASHOUT W 5 sale 4 3 5 cash out The Cash Out option allows you to provide cash to your custome
8. Item Memory enables the terminal to recall the last amount entered for this item number step 10 Clear Item Memory will clear all amounts stored for item numbers step 11 Confirmation that the item memory will be cleared if Yes was selected at Clear Item Memory PROVIDER SETUP CLAIM TO SALE ENABLED ENABLE DISABLE PROVIDER SETUP DISABLED ENABLE DISABLE PROVIDER SETUP ITEM MEMORY DISABLED ENABLE DISABLE PROVIDER SETUP CLEAR ITEM MEMORY NO YES PROVIDER SETUP ITEM MEMORY WILL BE CLEARED NO YES 10 step 12 Select if you want automatic HICAPS settlement enabled for this provider step 13 Select if you want a HICAPS transaction listing to print when automatic settlement takes place step 14 Key the security password for this provider then press ENTER It is used to protect access to the provider table step 15 This option will tell the terminal to prompt for either a clinical code or tooth number or no prompt at all Select whichever is appropriate for this provider or press ENTER to accept the highlighted option step 16 This option lets you select the type of provider you are for processing Medicare Australia Easyclaim transactions Select whichever is appropriate for this provider or press ENTER to accept the highlighted option If
9. Practice Management System screen When the terminal receives the transaction details from your Practice Management System the terminal will prompt for the customer card to be swiped The results from the transaction will be returned directly to the Practice Management System For further assistance on processing a cancel transaction using your Practice Management System transaction please contact your Practice Management System provider 31 ste spe AAR a ou have selected the provider merchant from SETTLEMENT TXN OSTING Settling EFTPOS simply advises HICAPS that you have y P finished EFTPOS processing for that day Anything the list you have 3 options 1 SETTLEMENT processed after performing the settlement will be settlement 2 PRE SETTLEMENT included with the following day s transactions To print your current EFTPOS settlement details and 3 LAST SETTLEMENT Note For Pre Settlement and Last Settlement functions optionally a full transaction listing then process your press SETTLEMENT button totals to your bank account y 3 3 1 manual EFTPOS settlement pre settle Note You cannot manually settle the terminal if To print a report summarising the totals for EFTPOS Automatic Settlement is programmed as in 3 2 2 transactions processed so far during the current Automatic Terminal Settlement settlement period Jai SELECT MERCHANT lastsettle To settle your EFTPOS facility manually press the P 1
10. being unable to communicate with the NAB HICAPS host it will default to a fallback situation Amounts above your floor limit require an authorisation number to be obtained and entered when requested into the terminal step 1 If a transaction is unable to be processed due to a communication problem the following screen may be displayed at the end of the transaction step 2 Enter authorisation number refer below for contact phone numbers and press the ENTER key If authorisation is not received press the CANCEL key and request another form of payment Note The transaction will be stored within the terminal and passed on when communication is available If the amount of the transaction is below your floor limit the transaction will be approved on fallback The receipt will detail APPROVED 08 fallback Please ask the customer to sign the receipt The transaction will be stored in the terminal and passed on when communication is available Please call the HICAPS Help Desk if your terminal processes more than 2 fallback transactions in a row For authorisation call Credit Cards 13 25 15 Debit Cards 1300 650 852 Callthe above contact number to obtain a valid authorisation number FALLBACK ENTER AUTH CODE 1 2 3 sel 4 5 6 7 8 9 0 CLEAR 5 terminal connections 1 Wiring Clip a Tum the terminal over With your fingers remove the wiring
11. card The Savings account was selected for the transaction but one is not attached to the card The Card Issuer has advised that the card used for the transaction is expired or has been replaced The PIN entered by the cardholder is not valid for the card used This type of transaction is not permitted to be performed at this terminal The transaction amount exceeds the daily or weekly withdrawal limit The number of transactions exceeds the number allowed by the Card Issuer The allowable number of pin retries has been exceeded for the card The transaction was approved but the terminal will perform an automatic sign on for security reasons The Switch or Card Issuer is currently not available The Switch has experienced a serious malfunction or the message is unable to be processed due to invalid details in one or more fields Settlement has been processed and the terminal totals have been reset The Switch has identified a possible security error or the message is unable to be processed due to invalid details in one or more fields Transaction approved a new version of terminal software is available and the terminal will automatically attempt to upgrade overnight N1 Upgrade Available Transaction declined the PINPAD connected to the terminal is invalid and cannot be used on the terminal N2 PIN PAD Error Transaction declined the current version of terminal software is no longer supported the terminal wi
12. of transaction that is received from the Practice Management System The results from the transaction will be returned directly to the Practice Management System For further assistance on processing a Practice Management System transaction please contact your Practice Management System provider 15 16 2 3 cancelling a HICAPS claim 2 3 1 cancelling a HICAPS claim HICAPS terminal 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 OPTION 1 Transaction was processed by the same terminal step 1 Press the REFUNDS key step 2 The terminal will then prompt you to swipe insert the card Swipe the patient s Health Fund card step 3 The terminal will then display the transaction s processed for your patient for the current day If there is more than one transaction for that patient all transactions can be reviewed by using the up down arrow buttons step 4 Select the transaction you want to cancel and press the ENTER key step 5 You will then be asked to confirm the cancel by pressing either the NO CLEAR or YES ENTER key Alternatively you can use the option selection button beside the NO and YES prompts on the screen Note The terminal will produce two copies of the cancellation receipt The first copy must be signed by the Fund member and retained for your records the second copy is
13. you do not want to process Medicare Australia Easyclaim transaction section 5 Not applicable step 17 This option when completed pre populates the Payee Provider Number when completing a claim Use the 0 9 keys to enter provider number and press ENTER or press ENTER to bypass Note This option should be used when the servicing provider is not the payee provider for Medicare Easyclaim transactions step 18 The provider has now been added a confirmation receipt will be printed and the terminal will display a provider summary press ENTER to finish PROVIDER SETUP HICAPS AUTO SETTLE DISABLED ENABLE DISABLE PROVIDER SETUP HICAPS SETTLE TXT LISTING DISABLED ENABLE DISABLE PROVIDER PASSWORD PROVIDER PASSWORD lt NO PASSWORD SET gt CLEAR SELECT PROMPT OPTION 1 CLINICAL CODE 2 TOOTH NUMBER 3 NO PROMPT vy ENTER PROVIDER TYPE 2 OPTOMETRICAL 3 SPEC AH DENT 4 DIAGNOSTIC 5 PATHOLOGY W 6 NOT APPLICABLE PAYEE PROVIDER NUMBER sel N O ou N CLEAR 2 1 2 changing and deleting providers Note To alter provider details 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 HIC
14. 2 Dr Smith 01 NO YES 13 14 example HICAPS claim receipt The claim receipt contains all of the information relating to the claim A second CUSTOMER COPY is printed without the statutory declaration The first copy is required to be signed by the Fund member and retained for your office records and may be required to be produced by the Health Fund The second copy is for the customer s own records Transaction diate 4 tne Provider umber Membershep werben Amount laser Amount pad Tramschon epproved Total amount Clamed fom fund Total amosni pad by the Amount Med aber or the speied denen und nunne p hes dom n ort chee w ory om of N enpost ead b in con does cot Inwwnghy breech had T vn Members ugnzture panel mutheensing the O We Hk We pte arte Trace Number Lae Heatta Fund ape ad ha ea baton ssi payment directly to Mtalaiet the provider t Dehens the tend te pay presets Grect ia he B Mendor Ugnatere 2 2 2 processing a HICAPS claim transaction practice management system To start a HICAPS Claim Transaction simply send the transaction to HICAPS by clicking on the HICAPS icon on your Practice Management System screen When the terminal receives the transaction details from your Practice Management System the terminal will prompt for the customer card to be swiped The terminal will recognise the card type that should be swiped by the type
15. ABLED ENABLE DISABLE AUTO SETTLE ENTER SETTLEMENT TIME lt HHMM gt 0000 2055 zn CLEAR AUTO SETTLE START AUTO SETTLEMENT AT 08 55PM NO YES 35 36 step 10 You will be asked to confirm the number of times the terminal will retry to perform the settlement To accept the default of O attempts simply press ENTER You may increase the number of retries to 2 or 3 Simply key 2 or 3 and press ENTER 3 3 3 merchant password The terminal is able to have a known password a password that is set up when your terminal is installed or a scrolling password If you know your password you can change your password using this option If you don t know your password you will need to contact the HICAPS Helpdesk on 1300 650 852 and they will tell you how to change your password 3 3 4 host forced settlement The terminal automatically settles at 21 30EST each day The automatic settlement time can optionally be moved See Automatic Terminal Settlement 3 2 2 If the terminal is not settled then it will be automatically settled by the HICAPS switch at the relevant time Note If the HICAPS switch settles then no receipt is printed To obtain Totals please use Last Settle Enquiry refer to 4 2 3 Note All times are Melbourne Sydney times AUTO SETTLE AUTO SETTLE RETRY 0 lt MAXIMUM RETRY IS 3 gt
16. APS website www hicaps com au or from the HICAPS Help Desk on 1300 650 852 step 1 Press the FUNCTION key step 2 Enter 5 4 and press ENTER step 3 Select the provider that you want to change by entering the number and pressing ENTER or by scrolling up or down to highlight the provider and pressing ENTER Note The password that was keyed when the provider was originally entered into the terminal is required to amend any of the provider details step 4 The Provider summary screen will be shown use the down arrow to go to page 2 and press CLEAR to enable you to modify the provider s details step 5 Once you have entered the modify provider function follow the steps used for adding a provider SELECT PROVIDER 1 Dr Smith A 2 NOT ASSIGNED 3 NOT ASSIGNED 4 NOT ASSIGNED 5 NOT ASSIGNED 6 NOT ASSIGNED lt PROVIDER SUMMARY PROV Dr Smith PROV NUM 123456AJ MID Dr Smith CLAIM TO SALE ENA CLAIM DEPOSIT DIS ITEM MEMORY DIS AUTO SETTLE ENA PROVIDER SUMMARY SETTLE TXT LIST DIS PASSWORD DIS PROMPT None Press REPORTS to Print Press CLEAR to Modify v Press ENTER To Finish el 12 2 2 processing a HICAPS claim 2 2 1 processing a HICAPS claim transaction HICAPS terminal step 1 To start a HICAPS Claim transaction simply swipe the patient s Health Fund card through the terminal step 2 When prompted t
17. ENTER If you selected option 2 for a selected merchant you will be asked to select the merchant EFTPOS SETUP 1 SETTLEMENT 2 AUTO SETTLE NAB 3 MERCHANT PASSWORD SETTLEMENT NAB 1 ALL MERCHANT 2 SELECT MERCHANT SETTLEMENT NAB ENABLED EFTPOS SETUP 1 SETTLEMENT 2 AUTO SETTLE NAB 3 MERCHANT PASSWORD vy AUTO SETTLE NAB 1 ALL MERCHANT 2 SELECT MERCHANT step 5 Once you have selected auto settle NAB you will be provided with 3 options Select the appropriate Auto settle by entering 1 or scrolling to highlight the option and pressing ENTER step 6 Press YES ENTER to confirm that auto settle is to be enabled for all providers merchants step 7 The terminal will ask if you wish to print a complete transaction listing when each auto settle is performed Select YES ENTER to print the listing or NO CLEAR to produce only totals step 8 The terminal will ask you to enter the time you wish to settle in 24 hour clock time step 9 The terminal will ask you to confirm the time entered Select YES ENTER if the time displayed is correct or NO CLEAR to re enter the time AUTO SETTLE NAB 1 AUTO SETTLE 2 AUTO LAST SETTLE 3 CLEAR AUTO SETTINGS AUTO SETTLE A UTO SET E NAB ENABLED ENABLE DISABLE AUTO SETTLE PRINT TXN IN SETTLE DIS
18. HICAPS terminal user guide contact phone numbers for HICAPS EFTPOS HICAPS Help Desk 1300 650 852 your merchant details Merchant No Manual Merchant No For Authorisations e Credit Card Credit Account This is an Australia wide number 13 25 15 e Debit Card Cheque or Savings Account This is an Australia wide number 1300 650 852 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 log on receipt here Racmicnsmamanmamnasn i YOUR BUSINESS NAME 4 YOUR ADDRESS Ky HOST SIGN ON 4 NAB ID 33123443 SA804A 2345678 l SIGN ON TO HOST APPROVED table of contents 1 1 1 1 2 1 3 2 2 1 2 1 1 2 1 2 2 2 2 2 1 2 2 2 2 3 2 3 1 2 3 2 2 4 2 5 2 6 25 2 8 3 1 3 1 1 3 1 2 3 1 3 3 2 3 2 1 3 2 2 3 3 3 3 1 3 3 2 3 3 3 3 3 4 HICAPS EFTPOS HICAPS help desk glossary diagram of HICAPS terminal HICAPS terminal provider setup adding a new provider changing and deleting providers processing a HICAPS claim processing a HICAPS claim transaction HICAPS terminal processing a HICAPS claim transaction practice management system cancelling a HICAPS claim cancelling a HICAPS claim HICAPS terminal cancelling a HICAPS claim practice management sy
19. SE 50 00 Amount TOTAL AUD 50 00 f Total EFTPOS Cardholder signan re SIGNATURE RER panel for credit card and offline Debit fae transactions gt HE CARD HOLDER NAME PLEASE RETAIN AS RECORD OF PURCHASE r silli p I i 27 28 3 1 3 processing an EFTPOS transaction practice management system To start an EFTPOS transaction simply send the transaction to HICAPS by clicking on the HICAPS icon on your Practice Management System screen The terminal will prompt for the customer s EFTPOS Credit or Debit card to be swiped It will then prompt for the remaining input Provider for MMF Account PIN etc The results from the transaction will be returned directly to the Practice Management System and a receipt for your records will be produced for the customer to sign together with a copy for the customer For further assistance on processing a Practice Management System transaction please contact your Practice Management System provider 3 2 refunding an EFTPOS transaction 3 2 1 refunding an EFTPOS transaction There are two options for refunding an EFTPOS transaction option 1 Refunding an EFTPOS transaction processed by the same terminal step 1 Press the REFUNDS key step 2 The terminal will then prompt you to swipe insert the card Swipe the cardholder s card step 3 The terminal will then display the transaction s processed by this cardholder for the current day
20. al paper rolls as detailed in section 2 6 4 4 8 reprint 8 key reprint EFTPOS and HICAPS transactions The REPRINT 8 key is used to either reprint the receipt for the last transaction or reprint any transaction by entering the invoice number This is detailed in section 4 2 6 4 4 9 load 9 key This option should only be used on advice from the Help Desk 4 4 10 initialise 0 key This option should only be used on advice from the Help Desk 4 4 11 paper feed key The PAPER FEED key is used to feed the paper in the printer 4 4 12 alpha key The ALPHA key is used to select alpha numeric characters used when configuring the provider details in the terminal 4 5 changing the terminal security password The terminal security password is used to process both EFTPOS Refunds and to also unlock the terminal for use To change the password step 1 Press the FUNCTION key step 2 Enter 9 0 and press the ENTER key step 3 Enter your existing 4 digit password and press the ENTER OLD PASSWORD ENTER key MID 33123433 CLEAR step 4 Enter a new 4 digit password and press the ENTER NEW PASSWORD ENTER key q CLEAR step 5 Enter your new password again and press the NEW PASSWORD AGAIN ENTER key m CLEAR 45 46 4 6 fallback procedure In the event of the terminal
21. ated Practice Management System prints a receipt which must be signed by the patient to acknowledge services and approve the transfer of payment to he provider The terminal facility allowing you to start an EFTPOS ransaction using the Gap amount returned from the HICAPS Claim Two digit numeric identifying the body part primary condition diagnostic intervention on which the service was performed The date the specific item of service was performed format ddmm 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 The amount remaining after the Health Fund has approved a benefit for the specified services HICAPS issue date item cost item number member MMF patient ID Practice Management System provider provider number refund reversal RRN swipe member card tooth number Health Industry Claims And Payments Service The company responsible for the switching of transactions to health funds from the terminal The date the membership card was issued Those cards with issue dates have them printed on the bottom right hand corner of the card The amount charged for the given item of service 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 A cus
22. clip from the back of the terminal as shown 2 Bisa a OLETTI EO Labe ed Ports Labeled ports on the back are defined as LINE port RJ11 telephone cable POWER port A C Power Adapter amp Power Cord SERIAL port RS232 cable PIN PAD port PIN pad cable 47 3 POWER Port Connect Power Card to A C Power Adapter Insert A C Power Adapter into POWER port as shown Turn connector counter clockwise toward back of the terminal to lock in place Insert other end of the Power Cord into the wall receptacle LINE Port Insert RJ 11 cable into LINE port as shown 48 5 Wiring Clip With your fingers re insert the wiring clip over the cables as shown 6 thermal printer The HICAPS T4200 terminal has a high speed whisper quiet thermal printer It must only be loaded with special thermal paper available from HICAPS ordered either through the terminal refer 2 6 Ordering Terminal Rolls or by contacting the HICAPS Help Desk on 1300 650 852 Loading the T4200 Thermal Printer Printer Cover With your fingers open the printer cover as shown 49 50 Drop paper roll into paper holder as shown Pull paper as showed amp cles printer cover Note Make sure that the paper rolls of the bottom of the roll Pull amp tear paper against the paper re ceipt guide Operate terminal as normal 7 1 wo wo S fox u u u gt e e D HICAPS response codes t
23. d prior to service Nil benefit claim exceeds quote Reduced benefit claim exceeds quote Nil benefit Age restriction applies Reduced benefit Age restriction applies Nil benefit Gender restriction applies Reduced benefit Gender restriction applies Nil benefit Amount charged is invalid Notional Charge Converted item 41 42 50 51 Refer to Health Fund System Problem Prov Not Appro Prov Not Appro Po PZ Refer to Fund Refer to fund System Problem Provider not approved by Fund at date of service Provider not approved by Fund for this service at DOS Refer Health Fund note 1 Note 1 Item codes in the range Po P9 and PA PZ indicate that an item has been declined by the Health Fund for a specific reason These items must be followed up directly with the Fund 8 Code 00 04 05 07 13 14 15 21 31 32 33 Short Description Approved Pick up card Declined Pick up card nvalid Amount nvalid Card No such issuer No action taken ssuer Not Supported Partially Completed Expired Card EFTPOS error messages and corrective actions Details Transaction approved or completed successfully Declined The Card Issuer has requested the card be retained by the merchant and returned to the acquirer with the merchant vouchers The transaction has been declined Pick up card The Card Issuer has requested the card be retain
24. e version Pinpad software version Pinpad identification Date and time of sign on 21 22 2 8 customising a HICAPS receipt optional To customise your HICAPS receipt for seasonal or other messages step 1 Press the FUNCTION key step 2 Enter 2 6 and press ENTER step 3 Enter 0 to 4 depending on where you want your message to be printed on the receipt You will then be prompted to enter your message using the keypad The alpha entry for the receipt text is the same as that used for entering your provider names Refer to section 2 1 1 example customised receipt HICAPS O Fast claims on the spot wew heops comes CAPS MEDICAL SUITE Merchant Provider PROVIDER ADORESS Programmable message P lt MERCHANT HEADER MESSAGE LINE 4 gt MERCHANT COPY ACQUIRER NAB PLEASE RETAIN AS RECORD OF PURCHASE nabhealth lt FOOTER MESSAGE LINE 1 gt FOOTER MESSAGE LINE 2 gt lt FOOTER MESSAGE LINE 3 gt lt FOOTER MESSAGE LINE 4 gt Merchant Provider Progean mal le message ENTER RECEIPT TEXT o HEADER 4 1 FOOTER 1 2 FOOTER 2 3 FOOTER 3 4 FOOTER 4 3 EFTPOS 3 1 processing an EFTPOS transaction 3 1 1 processing an EFTPOS transaction following a successful claim transaction step 1 Note The following screen will be displayed if the Provider is set up to accept a deposit and also if YES ENTER was answered to the deposit taken question at Step 1
25. e FUNCTION key step 2 Enter 7 and press ENTER To confirm that you wish to order stationery for your terminal press the YES ENTER key The terminal will now print a receipt confirming your order with a STATIONERY ORDER PLACED message step 3 Press the FUNCTION Key step 4 Enter 5 and press ENTER Note This will send a sign on message to the host and it must be approved The stationery will take five business days for the rolls to arrive MERCHANT FUNCTION STATIONERY ORDER NO YES 2 7 performing terminal sign on logon If you receive a transaction response code LR Logon Required or when advised by the Help Desk the terminal is required to logon to HICAPS In most cases this is automatically done by the terminal however there may be some times when you are required to manually sign on to the switch step 1 Press the FUNCTION key step 2 Enter 5 and press ENTER The terminal will now communicate with HICAPS and print a receipt confirming your sign on example sign on receipt Name and address of LI gt HICAPS MEDICAL SUITE the provider site PROVIDER ADDRESS HOST SIGN ON Merchant and m ACQUIRER NAB Terminal IDs MERCHANT ID 33123443 TERMINAL ID SABO4A TERMINAL S W 1234567 PINPAD S W 12345678 PPID 123456790123456 DATE 02 04 08 TIME 13 58 Sien on approved SIGN ON TO HOST N APPROVED Terminal softwar
26. e screen and receipt to confirm the transaction was approved or declined step 7 If the payment was made using a card without a PIN you will also be asked to confirm the signature once the transaction is approved by the bank step 8 If the signature matches press YES ENTER and the transaction is complete If the signature doesn t match press NO CLEAR to cancel the transaction and get payment by another means RESPONSE lt RESPONSE MESSAGE gt RESPONSE SIGNATURE REQUIRED SIGNATURE SIGNATURE CORRECT NO YES example EFTPOS sale receipt The EFTPOS receipt contains all of the information relating to the EFTPOS transaction A second CUSTOMER COPY is printed The first copy is required to be signed by the cardholder and retained for your office records The second copy is for the cardholder s own records HICAPS Fast claims on the spot www hitaps con ou Name and address of the provider site gt got pn a J IDEE ADDESS MERCHANT COPY r ACQUIRER NAB Terminal ID Merchant ID Lop are shee Oe COUNTRY CODE AU DATE 02 04 08 SSS ae x TIME n Piba a Transaction date amp Card type amp time Abbreviated card N RRN 000001 NAB VISA wi COE ae 455701 637 5 Recept reference CREDIT A C mimber EXPIRES 01 12 Approval Code and Authonsition number rr G te 08 123456 lt Purchase PURCHA
27. ed by the merchant and returned to the acquirer with the merchant vouchers special condition The amount of the transaction is invalid for the type of transaction or merchant Either the Card Issuer does not recognise the card or the card number is not allowed to be processed by the terminal The card issuer is not known by the terminal or switch The card issuer did not process the requested transaction The acquirer does not have an acquiring arrangement with the issuer of this card The transaction was not fully completed and has been reversed The terminal has advised that the card used for the transaction is expired or has been replaced 55 56 38 39 43 52 53 54 55 58 61 65 75 76 91 96 97 98 PIN Retried Exceeded No Credit Account Pick up card No Cheque Account No Savings Account Expired Card Incorrect PIN Not Permitted Exceeds Limit Exceeds Frequency PIN Retried Exceeded Approved System Inoperative System Malfunction Totals Reset MAC Error The allowable number of pin retries has been exceeded for the card The Credit account was selected for the transaction but one is not attached to the card Pick up card The Card Issuer has requested the card be retained by the merchant and returned to the acquirer with the merchant vouchers stolen card The Cheque account was selected for the transaction but one is not attached to the
28. fication from HICAPS in writing once the providers have been registered high speed thermal printer HHEAPS Fast claims onthespot account select Merchant Function 54 is used for Provider Setup and option keys 2 1 1 adding a new provider step 1 backlit graphics Press the FUNCTION key screen step 2 Enter 5 4 and press ENTER 1 Dr Smith A magnetic stripe step 3 2 NOT ASSIGNED card reader Select a Not Assigned provider field by entering the 3 NOT ASSIGNED number and pressing ENTER or by scrolling up or 4 NOT ASSIGNED down to highlight the Not Assigned provider field 5 NOT ASSIGNED and pressing ENTER W 6 NOT ASSIGNED alphanumeric ie step 4 PROVIDER NAME Enter the provider s name by pressing sel and using the 1 to 9 keys 1 2 3 To select an alpha character entry either press the sel sel 4 5 6 button on the left hand side of the screen or press the 7 8 9 smart card reader Alpha key on the keyboard o t CLEAR Pressing the Alpha key again will change from upper case to lower case and symbols E g PROVIDER NAME PROVIDER NAME Dr J__ Dr Jones__ 1 QZ ABC 3DEF _gz 2abc 3def sel aGHI 5JKL MNO sel aghi 5jkl mno 7PRS STUV 9 WXY 7prs tuv Swxy oe m CLEAR K CLEAR
29. for the member s own records OPTION 2 Transaction was processed by a different terminal Note The transaction must still have been processed in the same day REFUND CANCEL SWIPE INSERT CARD CANCEL TXN RRN 123456 NAB Dr Smith 26 03 085 14 15 gt 903600 802 S BENEFIT 25 88 CLAIM 47 50 Press ENTER to CANCEL TXN lt SEND CANCEL BENEFIT 25 88 PROVIDER 1234567A RRN 000000123456 NO YES step 1 Press the REFUNDS key step 2 The terminal will then prompt you to swipe insert the card Swipe the patient s Health Fund card step 3 The terminal will prompt for you to select a provider by entering the provider number or scrolling down and highlighting the provider and pressing ENTER step 4 The terminal will then prompt you for the 12 digit Receipt Reference Number of the original claim Key the RRN and press ENTER step 5 The terminal will then prompt you for the Benefit amount approved by the Health Fund on the original claim Key the amount and press ENTER step 6 You will then be asked to confirm the cancel by pressing either the NO CLEAR or YES ENTER key Alternatively you can select your response using the corresponding keys on the side of the display next to the NO or YES prompts on the screen Note The terminal will produce two copies of the cancellation receipt The first copy must be signed by
30. ghting the option and pressing ENTER step 3b If you select today you will be provided with an option for either summary or detailed report step 4 Select the appropriate day SUMMARY LISTING or DETAILED LISTING by entering 1 or 2 or scrolling to highlighting the option and pressing ENTER Note If you select the previous day only a summary report will be provided In both cases the reports will be printed out by provider HICAPS TOTALS 2 PREVIOUS DAY M HICAPS TOTALS 2 DETAILED LISTING 2 5 settlement transaction report HICAPS forced settlement Prior to processing the first transaction of each day the terminal will prompt you to print the HICAPS Settlement details from the previous day step 1 Select the YES ENTER key to produce the transaction listing step 2 Select the appropriate day SUMMARY LISTING or DETAILED LISTING by entering 1 or 2 or scrolling to highlighting the option and pressing ENTER Note The summary will report on totals for each provider broken down by Health Fund The detailed listing also includes all transactions processed For Practice Management System users the totals are obtained from the Practice Management System PRINT TXN LISTING HOST FORCED SETTLED PRINT TRANSACTIONS NO YES PRINT TXN LISTING 2 DETAILED LISTING 19 20 2 6 ordering terminal rolls step 1 Press th
31. hru txns and reprint any in current batch Receipt Text Enter customer text on the receipt Christmas greeting Happy Easter etc Terminal Config HICAPS USE HICAPS Totals 1 Today 2 Previous Day Hicaps midnight settlement enable disable F54 Refund Cancel transaction 59 60 54 Provider Table including item amount memory amp hicaps settlement enable disable 55 Provider Lock Unlock password configuration thru F54 also accepts rolling p w to unlock 56 Eftpos Setup 1 Settlement enable disable 2 Auto Settle NAB 3 Merchant Password known or rolling password 59 Default Sponsor Initalise 60 Initialise 72 Reprint Last Receipt 73 Reprint Receipt reprint any txn receipt in current batch using last 6 digits of RRN 76 Cashout 79 Reports 1 Audit print txn listings 1 all txns 2 eftpos only 3 hicaps only 2 Shift Totals reset 3 Reprint 1 last 2 invoice 4 Provider print provider table 82 Printer Test 1 Receipt 2 Char map 83 Display Test 84 Keyboard Test 89 Card Reader Test 90 Terminal Password Change 91 Identification Terminal Software Version Terminal ID 94 Pinpad Test 99 Maintenance Options HICAPS USE 12 Medicare Australia Easyclaim HICAPS have developed Medicare Australia s Easyclaim solution for the HICAPS T4200 terminal The user guide for the Easyclaim solution is a separate user guide that is available from HICAPS by contacting the HICAPS Helpdesk
32. l Logon Required Journal Full Invalid MAC Duplicate Invoice Transaction Not Allowed Provider number not found LP Locked Provider IL Number of items exceeded limit TP The transaction password is protected Il Invalid max item setup FL An empty Claim initiated from Practice Management System i e only provider in the EA field FC Field content error a Non numeric field such as patient ID Body part number service date and amount contain non numeric data i e anything other than accept 0 to 9 b Alpha numeric field such as item number contains symbols i e anything other than A to Z a to 2 0 to 9 and space Note 1 Response code for the unmatched reversal void cancellation transactions Note 2 Response code in the range Po P9 and PA PZ indicate that a transaction has been declined by the Health Fund for a specific reason These transactions must be followed up directly with the fund Code Receipt Print Out Description 00 Approved 8 Transaction Approved 01 Item No Benefit 15 Nil benefit payable on this item 02 Restricted Item 15 Nil benefit restricted item 03 Restricted Item 15 Reduced benefit restricted item 04 Previously Paid 15 Nil benefit benefit previously paid 05 Limit Reached Nil benefit limit reached 06 Limit Reached Reduced benefit limit reached 07 Waiting Period Nil benefit qualifying period app
33. lies 08 PreReq Ser Reqd Nil benefit pre requisite service required 09 Pre Existing Nil benefit pre existing ailment 10 Item Nbr Invalid Item number invalid 11 Item Nbr Ceased tem number ceased 53 54 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 ay 28 29 30 31 32 33 34 35 36 37 38 39 40 Item Not Valid Item Not Apprvd Max Nbr Ser Exc Cost Missing DOS Not Valid DOS too Old Body Part Reqd Pat Not Covered Depd Status End Invald Pat Code Mship Not Cover Mship Ended DOS Mship Unfin DOS No Ancill Cover Item Not Coverd Duplicate Serv Excess on Serv Excess on Serv Quote Required Quote Required Exceeds Quote Exceeds Quote Age Restriction Age Restriction Gender Restrict Gender Restrict Invalid Charge Notional Charge Converted Item Item not valid for provider Item not approved not payable by HICAPS Service exceeds number of times permitted Cost must be entered Date of service must be before today Date of service too old Body part required Patient not covered Dependent status ceased nvalid patient code Membership not covered Membership ceased suspended at date of service Membership unfinancial at date of service No ancillary cover ot covered for this service Duplicate service already processed Nil benefit excess on service applied Reduced benefit excess on service applied Nil benefit quote required prior to service Reduced benefit quote require
34. ll need to be upgraded before proceeding N3 Upgrade Required 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 9 manual backup procedure Manual Backup Procedure involves the use of the manual imprinter and vouchers This procedure should only be used when you are advised in the terminal error message section Do not use manual backup procedure for any of these situations e Declined e Faulty and damaged cards e Invalid card e Expired card e Card number error e Retain card If you have any doubt on whether you should use the manual backup procedure please call the Help Desk However for many of these messages the Help Desk cannot assist any further as the details of specific customer account details cannot be revealed For example if a transaction is declined due to lack of funds this will not be advised to you 57 58 10 merchant requirements to ensure EFTPOS transactions are valid 1 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 d Ensure that the card imprint is legible and complete e Obtain authorisation for above floor limit transaction
35. ll only be displayed if setup Refer to Step 15 step 7 The date this part of the service was performed dd mmm current date To change the date enter DD day e g 26 and MM 12 e g DEC To accept the default of the current date just press ENTER step 8 Enter the cost to be charged for this item Note This field will default to the last cost charged for the same item if item amount memory is enabled step 9a You will be presented with a summary of the item s entered By pressing the middle left screen button Mod you are able to modify the item that has been entered by repeating the steps above step 9b To add another item simply press Add and enter the options as above Once all items have been added to the claim press ENTER step 10 If the summary presented is correct simply press ENTER and the claim will be sent to the Health Fund for approval Note To scroll through the items use top and bottom buttons beside the arrows at the left of the screen CLAIM TOOTH NUMBER 01 lt q CLEAR CLAIM DATE SERVICE dd mmm DDMM lt q CLEAR CLAIM ITEM COST 0 00 Ga ENTER CLAIM PATIENT ID 01 lt 01 01 gt ITEM 0001 gt DATE SERVICE 26 MAR ITEM COST 52 52 Press REPORTS to Print v ADD CLAIM SEND TO HEALTH FUND 01 RECORD S TOTAL 52 5
36. ning shift total to be reset you can produce a summary report of EFTPOS transactions processed since the last shift total reset was performed reprint This is used to reprint the receipt for an EFTPOS or HICAPS transaction processed in the current batch By using LAST for the previous transaction or INVOICE for any other receipt in the batch using the invoice number last six digits of the RRN provider This is used to print a summary of the provider s set up 4 4 2 setup 2 key refer help desk This option should only be used on advice from the Help Desk 4 4 3 reset 3 key The RESET 3 key is used to re start the terminal 4 4 4 lock 4 key The LOCK al key is used to lock and unlock your HICAPS terminal to provide added security When active the Lock option prevents all use of the terminal until the security password is keyed in Once the terminal is locked it will be unusable until your 4 digit terminal security password is keyed followed by ENTER Note MMF The provider password is also your refund password 4 4 5 sign on 5 key The SIGN ON 5 key is used to logon to the NAB HICAPS host 43 44 4 4 6 quote 6 key The QUOTE 6 key allows a provider to provide a quotation to a patient by checking with the patients Health Fund what they are covered for Entering a quote transaction is the same as for a claim transaction 4 4 7 order 7 key The ORDER 7 key is used to order termin
37. nitialise 0 key paper feed key alpha key changing the terminal security password fallback procedure 37 37 38 38 38 38 39 39 39 40 40 40 40 40 4T 41 42 42 43 43 43 43 44 44 44 44 44 44 44 45 46 7 1 7 2 10 11 12 terminal connections thermal printer HICAPS response codes transaction level HICAPS response codes item level HICAPS response codes EFTPOS error messages and corrective actions manual backup procedure merchant requirements to ensure EFTPOS transactions are valid terminal functions T4200 series Medicare Australia Easyclaim 47 49 51 51 53 55 57 58 59 60 1 HICAPS EFTPOS 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 benefit cancel card claim claim declined claim receipt claim to sale clinical code date of service fallback gap payment Value of rebate authorised by a Health Fund Reverses a transaction processed through the terminal A membership card issued by the Health Fund or an EFTPOS or credit card issued by a bank After treatment is provided details are sent electronically via the terminal to the Health Fund When a Health Fund declines to pay the request a brief response message will print with each declined item and or claim Either the terminal or the associ
38. o SELECT PROVIDER simply select the appropriate screen button for the provider claiming for the services provided or press the relevant number on the keypad that is displayed beside the provider s name Note This prompt will only be displayed if more than one provider is loaded into the terminal step 3 The screen will display the number of items you are able to process in one transaction e g 16 Press ENTER to continue step 4 The terminal will then ask for the PATIENT ID This is the 2 digit number printed on the card relating to the specific patient receiving treatment then press ENTER Note This value will default to 01 if nothing is entered step 5 Key the item number associated with the treatment supplied then press ENTER SELECT PROVIDER A Smith St Practice B Dr Smith C Dr Jones gt D Dr Brown E Dr White F Dr A Smith alu e WIN eR lt CLAIM MAXIMUM ALLOWED ITEM ENTRIES ARE XX ENTER CLAIM PATIENT ID 01 i CLEAR CLAIM ITEM NUMBER CLEAR step 6 Key the clinical code or tooth number on which the treatment supplied was performed then press ENTER or just press ENTER to use the default of 00 Note Terminal Provider Setup prompt for Clinical code or Tooth Number may be changed through Provider Setup Refer 2 1 and wi
39. on 1300 650 852 HICAPS O HICAPS Pty Ltd ABN 11 080 688 866 67197A1008
40. raining is used to put the terminal into training for host transactions MAIN MENU 1 LOGIN BATCH TERMINAL SETUP TESTS REPRINT ou lp w In lt LOGON 1 LOGON HOST 2 PARAM TID 3 PARAM MERCHANT 4 PARAM PROVIDER BATCH 1 SETTLEMENT 2 REVIEW 3 TOTAL 4 FIND TERMINAL 1 VIEW 2 LOAD TABLES 3 TRAINING lt 4 2 4 setup HICAPS use only 4 2 5 tests Perform tests on the terminals HOST HICAPS transactions host EFTPOS transactions and Loads amp Initialisations host Only to be used on advice from the HICAPS Help Desk DISPLAY to test the terminal s display Keyboard to test the keypad Printer to test the printer Card reader to test the terminal s card reader or any card PINPAD to confirm the PIN pad is functioning 4 2 6 reprint The Reprint option is used to either reprint the receipt for the last transaction or reprint any transaction by entering the invoice number which is the last 6 digits of the RRN COUNTRY CODE AU DATE 02 04 08 TIME 13 58 RRN 0000010 000586 NAB VISA FL 455701 637 ast 6 chgets of the CREDIT A C _ RRN SETUP 2 PRINTER 3 COMMS 4 PASSWORD 5 TIPS v TESTS 2 DISPLAY 3 KEYBOARD 4 PRINTER 5 CARD READ W 6 PINPaD REPRINT 2
41. ransaction level HICAPS response codes Receipt Print Out Prov Not Approv 15 Invalid Prov Nbr 16 Declined 8 No Items Entered _Mship Not Covered Mship Unfinancial 17 Invalid Mship Nbr 18 _Txn Not Permitted 17 Benefit Limit Excee 19 Approved 8 Duplicate Tax 13 Reconc Totals Reset 19 Description Provider not approved by fund Invalid Provider number Declined No items entered Membership not covered _ HICAPS Membership unfinancial Invalid Membership numbers Transaction not permitted to terminal Benefit limit exceeded Approved terminal will request new key Duplicate transmission Reconciliation totals have been reset 51 Po PZ Refer Health Fund 17 note 2 H1 aa L eee L ween IL x an 1 gt pa E ED EN HM HW LC NA ND NM 52 Refer to Health Fund Time Out waiting for ACK from terminal Maximum number of ACK Time Outs reached Timed Out waiting for response message from terminal LRC Error in response message Unable to send terminal not connected Terminal busy ActiveX Internal Error Communication Error Communication Error Destination Error Network Request Error Hardware Error Hardware Error Unexpected loss of carrier Transaction Type not available Reversal Time Out No sync with Modem network Failure Contact Help Desk Declined Settlement required Time Out Error Cancelled by user or input time out Void not allowed Termina
42. rs The terminal will also prompt for cash out or tips if you have these options configured in the terminal If you wish to ignore the cash out or tip option press ENTER to bypass those steps Cash out is available on cheque and savings accounts only 4 3 6 sale The Sale option is explained in section 3 1 41 42 4 4 terminal function keys To access functions on the keypad simply press the FUNCTION key followed by the function you want to use e g REPORT 1 4 4 1 report 1 key print EFTPOS and HICAPS reports The REPORT 4 key allows you to print a number of different standard reports from the terminal audit Produces an audit trail of transactions processed through the terminal The details for each transaction include Transaction Type Claim Cancel Sale etc Transaction Date and Time format dd mm yy hh mm Transaction amount in the case of a claim the total amount requested Card Type HICAPS VISA etc Authorisation Number Invoice Number used to reprint an EFTPOS transaction receipt Card Number the full card number used for the transaction Transaction Code S K the card was Swiped or Keyed NO the transaction was either Approved or processed offline x 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 shift As well as allowing the run
43. s 2 For any signature based transaction verify the cardholder s signature matches the signature on their card If the signature does not match or you are suspicious of the sale contact the appropriate centre listed on the next page 3 Ensure the accuracy of any card information keyed into the PIN pad 4 Retain your electronic transaction receipts and manual transaction vouchers for a period of not less than 12 months If any of these conditions are not met it is possible that the transaction may be invalid and the merchant account debited for the value of the disputed transaction 11 ao vu A W N 10 11 13 14 15 21 22 26 50 51 53 terminal functions T4200 series Description Reports 1 Audit print txn listings 1 all txns 2 eftpos only 3 hicaps only 2 Shift Totals reset 3 Reprint last or invoice 4 Provider print provider table Merchant Programming HICAPS USE Terminal Reset reset amp restart terminal s w power reset Physical Terminal Lock password configuration thru F90 Signon Balance Quote balance for NAB debit accounts only Stationery Order Reprint 1 Last 2 Invoice enter last 6 digits of RRN Program Load Date Time Terminal Password Config Print Journal Status No of Transactions 0000 Room Left 0142 Pre Auth Completion of Pre Auth Paper Feed Review Reprint Receipt enter last 6 digits of RRN Batch review Scroll t
44. stem manual daily transaction summary HICAPS totals settlement transaction report HICAPS forced settlement ordering terminal rolls performing terminal sign on logon customising a HICAPS receipt optional EFTPOS processing an EFTPOS transaction processing an EFTPOS transaction following a successful claim transaction 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 EFTPOS settlement manual EFTPOS settlement automatic terminal settlement merchant password host forced settlement Ap fF RA N N 11 12 12 15 16 16 18 18 19 20 21 22 23 23 23 25 28 28 28 31 32 32 34 36 36 4 4 1 4 2 4 2 1 4 2 2 4 2 3 4 2 4 4 2 5 4 2 6 4 3 4 3 1 4 3 2 4 3 3 4 3 4 4 3 5 4 3 6 4 4 4 4 1 4 4 2 4 4 3 4 4 4 4 4 5 4 4 6 4 4 7 4 4 8 4 4 9 4 4 10 4 4 11 4 4 12 4 5 4 6 terminal functions the screensaver idle screens main menu logon batch terminal setup tests reprint transaction menu balance quote refund cancel pre auth completion cash out sale terminal function keys report 1 key print EFTPOS and HICAPS reports setup 2 key refer help desk reset 3 key lock 4 key sign on 5 key quote 6 key order 7 key reprint 8 key reprint EFTPOS and HICAPS transactions load 9 key i
45. step 2 Enter the amount of the deposit step 3 Confirm that the outstanding value is correct and press YES ENTER step 4 Swipe or insert the credit or debit card CLAIM DEPOSIT TAKEN FOR THIS CLAIM YES CLAIM ENTER DEPOSIT AMOUNT 10 50 q ENTER CLAIM OUTSTANDING 42 02 PAY BY CREDIT DEBIT NO YES REFUND CANCEL SWIPE INSERT CARD 23 24 step 5 The cardholder is to select their account using the buttons beside each account option step 6 The terminal will then prompt for the cardholder to enter their PIN and press ENTER For a Credit or Charge card transaction the cardholder can just press ENTER if they don t have a PIN step 7 The transaction will be processed by the bank and be approved or declined Please ensure you check the screen and receipt to confirm the transaction was approved or declined step 8 If the payment was made using a card without a PIN you will also be asked to confirm the signature once the transaction is approved by the bank step 9 If the signature matches press YES ENTER and the transaction is complete If the signature doesn t match press NO CLEAR to cancel the transaction and get payment by another means SELECT ACCOUNT CHEQUE SAVINGS CREDIT PINPAD TOTAL 42 02 KEY PIN AND ENTER CLEAR
46. the Fund member and retained for your records the second copy is for the member s own records REFUND CANCEL SWIPE INSERT CARD SELECT PROVIDER 1 A Smith St Practice 2 B Dr Smith 3 C DrJones 4 D Dr Brown 5 E Dr White 6 F Dr A Smith gt lt RRN NUMBER 000000123456 E CLEAR CANCEL TXN ENTER BENEFIT AMOUNT 25 88 CLEAR SEND CANCEL BENEFIT 25 88 PROVIDER 1234567A RRN 000000123456 17 18 2 3 2 cancelling a HICAPS claim practice management system To cancel a HICAPS claim transaction simply send the transaction to HICAPS by selecting the appropriate option from your Practice Management System screen When the terminal receives the transaction details from your Practice Management System the terminal will prompt for the customer card to be swiped The results from the transaction will be returned directly to the Practice Management System For further assistance on processing a cancel transaction using your Practice Management System transaction please contact your Practice Management System provider 2 4 manual daily transaction summary HICAPS totals step 1 Press the FUNCTION key step 2 Enter 5 1 and press ENTER step 3a Select the appropriate day TODAY or PREVIOUS DAY by entering 1 or 2 or scrolling to highli
47. tomer of a Health Fund 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 A member listed on the card which identifies a given patient within a Health Fund membership The PC based system which allows a transaction to be sent directly to the HICAPS terminal Practitioners who provide Health Services to patients 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 Refunds a previous EFTPOS or credit approved transaction Reverses an approved transaction on the same day the transaction was processed Receipt reference number unique 12 digit field Pass the membership card through the card reader on the right hand side of the HICAPS terminal Two digit FDI numeric identifying the tooth on which the service was performed 1 3 diagram of HICAPS terminal 2 HICAPS 2 1 terminal provider setup 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 You will receive noti
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