Kipu Payments: Enabling and Setting Up Patient Payments

This feature is currently in limited release to a select group of clients and will be rolling out to everyone in the coming months.

This article will walk you through all the steps you need to complete to enable Kipu Payments, and set up and manage your Stripe account. You will not be able to take payment in the EMR until you have enabled and set up your account.

Required Permissions: Super Admins

Enable Kipu Payments

Before Kipu Payments appears in your instance and can be used, you must enable it.

1. To begin, click on your initials and then click Settings. 
   
2. Then click the Instance tab.

3. Scroll down to (or search for) Show Patient Payments and select the checkbox to enable the feature.
4. Scroll down to the bottom of the page and click Update to save your changes.

Create Connected Account 

Once you have enabled Kipu Payments in Instance Settings, follow these instructions.

1. To begin, click on your initials and then click Settings. 
   
2. Then click the Billing Audit Tool tab.

3. Next, select Patient Payments.

4. Now, complete the Create Connected Account section on the right of the screen. Fields indicated with an asterisk (*) are required.

   Instance Name: This field autopopulates based on your instance for single instances or to the current location selected for master instances. Locations: Stripe accounts should align with bank accounts. In other words, if you have multiple locations that use a single bank account, they will share a Stripe account. If you have multiple locations, but they each have their own bank account  (or if you have a single location and single bank account), then you will need to set up a connected account for each location. Bank accounts can be edited at any time in the Account Management section, bin order to edit which locations are assigned to which bank accounts, reach out to Kipu Support.  Note: If multiple locations are tied to a single Stripe account, you will not be able to set individual settings for each location. Additionally, in the rare instance where locations share a bank account, but have different EINs, you should create separate Kipu Payment accounts for each location with a different EIN. You will be able to enter the same bank account information for each location during the setup process.   Email Address: This email address should belong to the user who will be regularly accessing the account. All information from Stripe relating to the account (such as account status, financial documentation, payout notifications, etc. will go to this account, so it is important that it be regularly monitored). Each Stripe account is managed by the email and password set here. If this email and password are shared among super admins, they will be able to access the Account Management section using them. Super admins without access to the email/password will not be able to access this account. Account Name: Name your account. This name will only appear in the Account Management section to identify the account (we recommend using the name of the facility or location for clarity). You will be able to edit the account name later. Click Create Account.

5. The Account Management section will appear on the left when this section is successfully completed. Make sure you follow the steps below to finish setup.

Troubleshooting

• If you have trouble with this section of set-up, please contact Kipu Support.
• If the user who created this account leaves your facility, ideally, the authentication information would be changed in the Authentication section of Account Management before they leave. If not, contact Stripe support for an authentication reset. There will be an authentication process with Stripe to prove that you should have access to the account.

Account Management

Once you have completed creating the connected account, you'll have access to the Account Management section. For the next set-up stage, you will need have verification information and documentation for your facility's bank account.

Note: You will need to create a new Stripe account for Kipu Payments even if you already have one that you use elsewhere in the EMR. The Stripe account you create for Kipu Payments will not affect the account or settings of Stripe accounts used for other EMR payments.

These documents must include PDF scans of original documents such as passports or driver's licenses, as well as IRS tax letters and other company information.

For a complete list of acceptable verification documents and formats, check out Stripe's article here.

Note: Because of the sensitive nature of these documents, Kipu Support cannot assist in this part of the set-up process. Do not send these documents to Kipu Support.

1. Once you have created the connected account, you will see the option to sign in on the left. Click the Sign in to see details button and enter the email and password you created in the steps above. 

   

   • Note: If you do not see the sign in option, try refreshing the page.
2. You will see the following options and must complete each section. Click Edit or Add to add or update information.

Note: Items will have the red Incomplete tag until all necessary fields have been completed. If any sections still have the incomplete tag, or if they have been completed but failed to verify, you will not be able to request or receive funds. If there are issues with your account verification, Stripe may ask for specific documentation. Otherwise, as long as you enter the information correctly, verification should be a quick process.

Click on the headers below to expand each section.

• In the Business Type section, choose the correct business type options for your account. Follow the instructions on your screen. You can access Stripe's support articles directly from the Kipu Instance, but we have provided links here as well. 

  • If you choose Individual or Nonprofit Organization, you can simply click Save and continue to the next section.
    
  • If you choose Company, select the correct Business Structure option from the drop-down. The choice you select here will also impact the view you see in the Management and Ownership section.
    
  • Click Save.
    
  • The information entered here will appear in the Account Management section. 
    • Company
    • Individual
    • Nonprofit

  For more information on business types and business structure, check out Stripe's help article here.

• This section requires you to provide business information to verify the account. Follow the instructions on your screen. You can access Stripe's support articles directly from the Kipu Instance, but we have provided links here as well. 

  Note: Because of the sensitive nature of this information, Kipu Support cannot enter any data for you during this part of the set-up process. Do not send any documents relating to this part of set-up to Kipu Support. If you encounter errors, or have general questions however, Kipu Support can assist you.

  Legal Business Name: This is the legal name of the business as indicated on IRS-issued documentation. Capitalization and punctuation must match exactly. Employer Identification Number (EIN): Enter the EIN for the location. Business Address: Enter the address of the location. Click here to access Stripe's help article. Industry: Use the drop-down options or type in the industry field to locate the correct option. (Medical or Mental Health Services will likely return the most accurate results. Business Website: Enter the location's website. Product Description: In this case, product description would be the services you provide and charge for, such as co-pays, medications, etc. Click Save to record and verify your entries.

  The information entered here will appear in the Account Management section. 

  

• The information added in this section will be viewable in payment statements, invoices, and receipts. Follow the instructions on your screen. You can access Stripe's support articles directly from the Kipu Instance, but we have provided links here as well. 

  Statement Descriptor Statement Descriptor: The business name that appears on your patients' credit billing statements. This name should be the same as (or similar to) your recognizable business name to avoid disputes. For detailed instructions on statement descriptors, check out Stripe's help article here. Shortened Descriptor: This field is optional, but when present appears on statements when added for individual products. Customer Support Customer Support Phone Number: Enter the contact number patients should call. This information should match contact information displayed on your website and social media (if any). Customer Support Address: This address should match the location listed on your website and social media (if any). Click Save to log your entries.

• This section will only appear if you chose Individual in the Business Type section.

  Legal Name: Your legal name Email Address: Your email address Date of Birth: Your date of birth Home Address: Your home address Phone Number: Your phone number Last 4 Digits of Social Security number: The last four digits of your Social Security number. This information is required by Stripe to meet regulatory obligations. Click Submit to save.

  The information entered here will appear in the Account Management section. 

  

• The Management and Ownership section should be filled out with the information of the owner of the facility as it appears on record with government agencies such as the IRS.

  • To begin, click Edit next to the Account Representative. This user will be assigned as the account representative. (You will be able to add owners and change the account representative as needed.) 

    

    • Sole Proprietorship/Single-member LLC

      Legal Name: The legal name of the owner Email Address: The owner's email address on record Date of Birth: The owner's date of birth Home Address: The owner's home address Phone Number: The owner's phone number Last 4 Digits of Social Security number: The last four digits of the owner's Social Security. This information is required by Stripe to meet regulatory obligations. Provide a government-issued ID number instead: If you prefer to enter an ID number, click on this text and enter the ID number. Click Submit to save and verify.

    • Multi-Member LLC/Private Partnership/Private Corporation/Other/I'm Not Sure

      	The fields are the same as they are for Sole Proprietorship/Single-member LLC, but there is an additional Job Title field. Type the correct job title into the field and click Submit. Once you have submitted the account representative's details, if they also are an owner, you can click the Edit button by their name. Select the This person owns 25% or more of the company. checkbox and then click Submit again. That individual will now be listed as both account representative and owner.
      	To add additional owners, click Add an owner.
      	Enter the owner's legal first and last name, and their email address. Then click Add. Repeat as needed.
      	You can add new owners at any time by clicking the Add an Owner button and completing the same steps.

    • The information entered here will appear in the Account Management section. 

      

      Once you have entered more than one individual, the person designated as the account representative will display and the other individuals can be viewed by clicking on the Show x more person text.

      The other individuals will display, and can be collapsed again as needed.

      For instructions on editing and especially removing managers and owners, check out this article.

• Before money can be paid out to your location's bank account, you must set up the bank account. You will need your bank and bank account information on hand.

  1. To begin, click Add in the Payout Details section.
  2. Next, locate your bank in the list, or by using the Search bar, select it, and click Save.
  3. Click Agree and Continue. 
     
  4. Enter your bank's routing number and the account number for the account. Then enter the account number again to confirm the number. Click Save. 
     
  5. Enter a Payout Statement Descriptor. Because this name will be shown in bank statements, we recommend making the name something easily identifiable. Click Save.
     
  6. Once the account is successfully set up, it will appear in the Payout Details section.

  Enter Bank Manually

  Alternatively, you can manually enter information by clicking the Enter bank details manually button. 

  

  Then enter your bank information.

  

  1. Enter your bank's routing number.
  2. Enter your bank account number.
  3. Add the account number again to confirm correct entry.
  4. Click Save.

  If you already have bank account information in other locations in a single instance, you will also be able to use banks added there. 
  

  Edit or Add Additional Accounts

  You can edit the existing payout account or add another one by clicking Edit.

• The email and phone number entered in the Authentication will be used for 2 Factor Authentication (2FA) for the account. Click Edit and choose Edit Email or Edit Phone Number. Be sure to save. Once set up, you will be required to enter the verification code sent to the email or phone number entered to access Account Management.

  

  If the individual whose information is entered is in the Authentication section leaves the organization, ideally, they will update the authentication email and phone number to the information of a user who is remaining at the organization before they leave to allow for uninterrupted authentication services. However, if this information is not changed, contact Stripe support.

Once all sections have been successfully completed and verified, click on the Onboarding tab.

Troubleshooting

• If, for some reason, you cannot edit a field in the Account Management section, contact Kipu Support. Because of the sensitive nature of this information, they will not be able to enter the information for you, but they will be able to help identify why a field isn't editable.

Onboarding

Once you have successfully filled out and verified the information in the Account Management tab, click the Onboarding tab. 

1. Review the information and click Edit to make any necessary changes. When you have completed the review, click Agree and Submit.
2. You will be automatically redirected to the Account Management tab and will see the text "The account has exited onboarding."
3. Return to the Onboarding tab and double check that the information is correct. Then click Confirm.
4. You will once again be returned to the Account Management tab.

Once you have completed all of these steps, your account is set up. If you need to test the set-up, we recommend sending very small sums using a personal or company credit card.