How to Record a Virtual Credit Card (VCC) Payment from a Payer
Guidance for processing "paper" or "virtual" credit card payments sent by an insurance company through zHealth Pay.
Why this matters: zHealth requires payments to be tied to a patient chart. When an insurance company pays via VCC, that payment also arrives alongside an EOB/ERA that must be posted separately. Because of this, VCC payments need a specific workflow to avoid duplicate values and unnecessary card fees.
Option 1: Ask the Payer to Use a Different Payment Method (Recommended)
✅ Best Practice
Before processing a VCC, contact the insurance company and ask them to pay by EFT (electronic funds transfer) or check instead.
Why this is preferred:
- Avoids credit card fees — VCC payments typically carry processing fees that EFT or check payments do not.
- Less manual work — Receiving an EFT or check is simpler than manually entering card numbers from a paper payment.
Option 2: If the Payer Will Only Send a VCC
⚠️ Alternative Process
If the insurance company is unable or unwilling to switch payment methods, follow these steps to record the VCC without creating duplicate values in the system:
- Post the EOB/ERA as you normally would.
- Create a new patient chart for that insurance company.
You can also run this process on the actual patient's chart or invoice instead. However, using an insurance chart may be easier when you're working with multiple patients and dates of service (DOS) on a single EOB/ERA.
- Run the VCC through zHealth Pay against that chart's credit.
- Manually add a refund for the same amount to negate the value of the card charge.Important: Do not process the refund through zHealth Pay. It must be entered manually.
Result: This process allows you to collect the payment while avoiding duplicate values against the EOB/ERA already posted. The chart will display a $0 credit — the charge is zeroed out and there is no outstanding balance.
Quick Reference Summary
| Step | Action |
|---|---|
| 1 | Post the EOB/ERA normally. |
| 2 | Create a new chart for the insurance (or use the patient's chart/invoice). |
| 3 | Run the VCC via zHealth Pay in that chart. |
| 4 | Manually add a refund for the same amount (not through zHealth Pay). |
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