Managing Nextech Integration

 

The Nextech-DermPRO integration allows you to see all the DermPRO online store payments directly on the Patient’s Billing tab in your Nextech Practice Management system.

 

This article provides helpful information for practices with Nextech Integration enabled on their DermPRO stores.  If you have not yet completed the setup of Nextech Integration, please refer to our help article, Setting Up Nextech Integration.

 

Overview

 

KEY FEATURES OF THIS INTEGRATION

• Online payment is posted directly into patient’s billing tab in Nextech
     ◦ No need to manually post payments
     ◦ Synch is immediate (within 15 minutes)
• For non-patient online purchases, a new account is automatically created in Nextech
• Easily review Nextech sync status of orders in DermPRO Shop Manager
• If multiple matching contacts in Nextech, RESOLVE function allows you to indicate which Nextech patient should be paired with DermPRO orders
• Easy to apply pre-payments to Quotes for cosmetic services purchased online
• Reports provide at-a-glance information and data for daily or monthly reconciliation of transactions

 

 

Managing orders on your Nextech-integrated store

 

The payments from DermPRO orders will automatically post to the patient’s Billing tab as a payment within 15 minutes after they are submitted. A bill will need to be manually created and then the payment will have to be manually applied.

 

 

 

The Payment Description

Understanding what was ordered for payments that are synchronized from the store. Every transaction has SKU number(s) listed in the payment description. There are two options to determine what the patient purchased:

 

1.    Option 1: copy and paste the SKU into the online store search bar
2.    Option 2: log into Shop Manager and go to Orders to view the details of the order

 

 

Edit Synced Payment (optional)

Note: Payments will show as Other (Do not process) payments and can be updated (optional).

 

1. Click on payment, right click, open payment window, select Edit
2. Date (Optional but recommended)
   •    Nextech labels the date based on UTC/GMT, while DermPRO uses your local time zone. Therefore, if your office is in Central Daylight Time (which is UTC-5), an order that came into the online store at 8pm CDT would be marked in Nextech as 1am the following day. To ensure consistency of the payment dates as recorded in your online store and in Nextech, you should change the date here to reflect the local date.
3. Card Type (Optional)
4. Check Pre-Payment box (Optional)

 

 

Create a Bill or Quote and Apply the Payment

A bill or quote will need to be created to apply the payment. If a quote is created, you can apply the payment as a prepayment. Once the services are provided you can convert the quote to a bill. 

1.    For orders with products only

• Create a bill in the patient’s Billing tab

        o  Apply the DermPRO payment to the bill

 

2.    For orders that include services or memberships

• Create a Bill or Quote in the patient’s Billing tab

        o  Bill – Apply the DermPRO payment
        o  Quote – Apply the DermPRO payment as a pre-payment 

 

Viewing Sync Status in DermPRO

In the Shop Manager app, select Orders to see the orders that have been placed on your store. The Nextech Status column indicates one of these four values:

Synced (if order synced)

Not Synced (if sync was attempted but failed for any reason)

Disabled (integration not active at the time order was placed)

Waiting for Sync (order is waiting to be synced, which should happen within 15 minutes)

 

 

If you do not see the Nextech Status column in your Orders display, click on the Columns icon in the upper right and ensure the Nextech Status column is enabled.

 

 

For ease of locating orders that were not synced, use the Filter By option to filter on all orders with Nextech Status of Not Synced. 

 

Resolving 'Duplicated Customer' Orders

For any Not Synced orders, if the reason for not syncing is that there is more than one patient with the same email, phone number, first name, and last name, you can resolve the issue as follows:
 

1. Click on View More to see the order details.
2. Click on the Integrations tab to see the Nextech Info.
3. If the error indicated is “Duplicated customer,” click the Resolve button to see a list of the matching patients.
4. Select the radio button to indicate which patient should be associated with the purchase, and click the Send button to submit your selection.

 

 

 

If DermPRO transaction is missing from Patient Billing tab

If you do not see the DermPRO transaction on the patient's billing tab, one of the following conditions might be relevant.
 

1. If a patient uses an email address in DermPRO that is not in Nextech, DermPRO will create a new account in Nextech.
   •    The new account will have the referral source you created for online orders, DermPRO Store, and will show as created by Nextech API-DermPro 
   •    The payment will be on the billing tab of the new account created
   •    If it is a current patient, you will need to merge the new account with the patient’s existing Nextech account
2. If the order has a status of On Hold due to a high riskScore, you will need to UnHold the order in your store back-end, and then it will sync within 15 minutes.

 

3. If you have a Not Synced order that does not have an error displayed in the Integrations tab, please Submit a HappyFox support ticket with DermPRO and let us know which order didn’t sync.

 

 

Refunding Orders

If a payment associated with a DermPRO order needs to be partially or fully refunded, the refund should be processed in DermPRO, and then manually recorded in Nextech.

 

1. First follow the instructions for processing a Full Refund or Partial Refund in DermPRO.
2. Then log into Nextech and select the DermPRO payment that was refunded.
   • Right-click and Refund. Process refund as “Other (Do not process)” to reflect the refund in the PM system on the Patient’s billing ledger.

 

 

Other Tips and Frequently Asked Questions

Please review the Help Article, Nextech Integration Tips and FAQs, for more information about managing Gift Cards, handling Allē and Rewards Discounts, and other FAQs associated with Nextech Integration.

 

You may also download the complete User Guides attached:

Nextech-DermPRO Integration User Guide

Nextech Payments-DermPRO Integration User Guide