Rhinogram

Who is Payroc?

Payroc is one of Rhinogram's vendor of choice for the Rhinopay feature for Medical organizations. Payroc is a privately held full service payment processor founded in 2003, servicing over 30,000 clients and processing over $10 billion in annual card volume. Visit Payroc at https://www.payroc.com/about-us/ 

How to sign up to use Payroc for RhinoPay:
A Rhinogram organization needs to complete a Merchant Processing Agreement. To complete this agreement, the organization will need basic information such as organization name, address, phone number, federal tax ID and checking account information. 

After completing my application with Payroc,the organization received an email about completing a PCI Self Assessment Questionnaire (SAQ) from TrustWave. Is this expected?
Yes! Payroc requires that any organization complete their PCI assessment within 90 days of the application process. If an organization currently uses another merchant account for general credit card transactions, a SAQ should have been completed for them as well. An organization can elect to skip the PCI SAQ with Payroc and supply their own SAQ from their other merchant account if preferred. A Self Assessment Questionnaire is required 1x each year while an organization is using merchant services so as long as the questionnaire is within that date range, Payroc will accept it as well. 

Are there other benefits of using the TrustWave Self Assessment Questionnaire vs. just using the one completed with my other merchant vendor?
TrustWave provides a 100,000 breach protection plan when using their services for the self-assessment questionnaire. 

-Does it cost the organization to use TrustWave for the SAQ?
No additional charge for Trustwave

-Is there another resource that outlines why an organization has to complete a PCI assessment?
Just follow this link and to learn more about why a practice needs to complete this SAQ and more about TrustWave. https://pci.trustwave.com/integrity

What training will be provided for the Payroc portal?
Within 3-5 days after an organization completed the Payroc application, a member of the Payroc team will reach out and schedule training for their Payroc portal. 

How long does this process of RhinoPay/Payroc onboarding take?
The entire process from the 'initial call to show interest' to 'go live' could take anywhere from 2-3 weeks.

Will an organization have a way to run reports to see what payments were made so they can update our accounts receivable/ledger accordingly?
Yes! All RhinoPay customers will get access to 1) merchant processing statements and 2) the virtual terminal. These areas can be accessed via a "portal" login that will be provided to any RhinoPay customer after the Merchant Processing agreement is completed and submitted to Payroc. Logging into this portal will allow the staff to print reports to help with daily reconciliation processes.

Organization's can also utilize RhinoPay Manager within Rhinogram. 

How can a Member provide a receipt of the transaction?

A Member can enter the payment in the PMS/EHR once verified in the RhinoPay Manager, and provide a receipt through the PMS/EHR. Another option is for the Member to log into the Payroc portal, and access a receipt in the portal. 

What options will the contact have to make a payment?
Payroc accepts credit card or debit accounts as forms of payment.

Will the contact be able to change the amount they pay?

No, the amount the practice includes in the RhinoPay text will be the amount the contact has to pay. If they wish to pay a different amount, the contact can text the practice and make that request.

How would a Member cancel one payment amount or request a new payment amount?

Visit RhinoPay to learn more about how to cancel, resend a link, and request a new payment amount.

Does Payroc notify an organization once a payment has been received?
Once a payment has been made by the contact, a payment confirmation email will be sent to the organization from Payroc. Rhinogram will also display Request Paid in the profile summary of the contact along with when it was paid. 

How often does Payroc provide funds to the Rhinogram organization’s that sign up to use RhinoPay?
Funds will be processed and deposited into the checking account received during Payroc configuration within 2 business days.

How much does RhinoPay cost?

RhinoPay is an additional monthly charge of $100 plus the Payroc transaction fees, which are 2.75% flat rate, plus a $.25 per transaction cost. This means if an organization is charging the contact $100, the Payroc fee would be roughly $3.00. For ACH charges, the cost is $3/month & .65 per transaction cost.

What are the additional steps to offer contacts in an organization ACH payment types?

To offer ACH payments, there is an additional application that will need to be completed. This application includes a credit check. If the applicant's credit is frozen, it will need to be unfrozen in order to complete the application process. 

When does Payroc deduct their fees for each transaction? 

Payroc has the ability to set up monthly or daily billing. Daily billing would debit the transaction fees each day vs. Monthly billing means all transaction fees are debited from the organization's account at the end of each month.

Are fees taken for voided or refunded transactions?

No fees are taken for voided transactions. For refunded transactions that occur in the same month, no fees are taken.

What types of Credit Cards are accepted?
Visa, MasterCard, American Express, and Discover

Is Rhinogram PCI compliant?
N/A Rhinogram is technically considered out of scope when it comes to PCI compliance. The payments vendor Payroc, provides merchants services and collects all of the sensitive credit card/checking account information directly which keeps all sensitive data out of the Rhinogram application.

How do I contact PayRoc?

Phone: 844-PAYROC-4
Email: support@payroc.com