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UWHC,UWMF,

Policies,Administrative,UW Health Administrative,Administration

UW Health Credit Card Systems and Transactions (1.57)

UW Health Credit Card Systems and Transactions (1.57) - Policies, Administrative, UW Health Administrative, Administration

1.57

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Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority as integrated effective July 1, 2015, including the legacy operations and staff of UWHC
and UWMF.
Policy Title: UW Health Credit Card Systems and Transactions
Policy Number: 1.57
Effective Date: January 1, 2016
Chapter: Administrative
Version: Original
I. PURPOSE
The following policy is intended to establish controls for credit card systems and transactions for both
patient and retail services.

II. POLICY

A. All new or revised access to systems used to receive or refund credit card payments towards
patient account balance or retail purchases must be granted by a supervisor or above of the
department for which the user works and in accordance to UW Health Administrative Policies
1.02-UW Health Access to Electronic Information Systems and 1.52-UW Health Credit Card
Handling Policy. No employee may request and/or approve their own access.
B. Administrator access should be limited to only Information Services staff.
C. Staff that have banking reconciliation responsibilities are prohibited from also having system
access to perform credit card refunds.
D. Access must be immediately removed when a user is no longer employed by UW Health or
moves into a position where access would not be appropriate.
E. The director of the department utilizing the credit card system must perform an annual review of
who in the organization has access to receive and refund credit card payments and request access
revisions, if needed.
F. All credit card activity must be reviewed as described in section III. of this policy.
G. All new credit card processing systems must be approved by a director in Patient Business
Services, Finance and Information Technology Services. Therefore, they (or their delegate) must
be involved early in discussions of any new credit card processing systems.
H. Staff must follow Information Services Departmental Policy SE-POL-004-UW Health IS Credit
Card Security Policy which provides an overview of the ways in which UW Health protects credit
cardholder data in accordance with the Payment Card Industry Data Security Standard.

III. PROCEDURE

There are several systems utilized by UW Health to process credit card payments and/or refunds.
Procedures may vary by system. It is the responsibility of the leadership in each revenue center that uses a
credit card system to ensure the following procedures are followed.
A. All requests for system access must go through Service Now (or its successor). The requestor
may open a ticket in Service Now or utilize the Computer Systems Authorization Request
(CSAR) form.

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B. Total credit card transaction amounts per the credit card receipts or the applicable report should
be reconciled to the amounts transferred to the bank as described in E.
C. All refund/credit transactions should be reviewed by a staff person who does not have access to
run a credit/debit card to ensure they are appropriate business transactions as described in E.
D. Records are kept in the revenue center that demonstrates the review has been performed,
including the signature of reviewer and the date reviewed as described in E.
E. The table below describes the review required by revenue centers and Fiscal Affairs for specific
systems utilized for credit card payments and refunds.

System
Procedures for Reconciling Total
Credit Card Receipts to UWHC’s
Bank Account
Procedures for Reconciling
Total Credit Card Receipts to
UWMF’s Bank Account
Procedures for Validating Refunds
are Appropriate
Payment Navigator-
Patient payments on
Health Link accounts
(Blue Book)
Patient Business Services Supervisor
performs a daily reconciliation of
Health Link payments to bank deposits.
Finance performs a daily
reconciliation of posting files
and clinic payments to Health
Link and bank deposits.
UWHC: Weekly report reviewed and
approved by Patient Business
Services management in accordance
with UWHC Administrative Policy
2.31.

UWMF: Patient Refunds are
reviewed and approved by Patient
Financial Services management in
accordance with Patient Accounts
Refund – Patient policy.
The revenue center delegate must
review the refunds to ensure they are
appropriate business transactions.
Payment Navigator
(Elavon Platinum
Funding)- Consumer
payments received in
retail settings (Red
Book)
Patient Business Services Supervisor
performs daily reconciliation of net
settlement of Merchant IDs on
Merchant Connect to the daily bank
book transfer.
The revenue center delegate must
reconcile their receipts daily, weekly or
monthly from the POS system to the
system used (e.g., Micros Simphony,
RMS, etc.). (A)
The revenue center must
reconcile their receipts daily
from the POS system.


Finance performs a daily
reconciliation of bank deposit
to Merchant ID settlements.
UWHC: The revenue center runs
daily, weekly or monthly reports out
of the system utilized (e.g., Micros
Simphony, RMS, etc.) to verify they
are appropriate business transactions.
(A) and (B)

UWMF: The revenue center runs
daily, weekly or monthly reports out
of the system utilized (e.g., Micros
Simphony, RMS, etc.) to verify they
are appropriate business transactions.
Webpay/Verisign-E-
sales (Red Book)

Patient Business Services Supervisor
runs daily report to verify the total for
the Merchant ID matches the bank
statement.


Finance runs a monthly report
to verify the total for the
Merchant ID and reconciles to
the bank statement.
UWHC: Patient Business Services
Supervisor provides a monthly report
to the revenue center.

The revenue center delegate must
review the refunds to ensure they are
appropriate business transactions.
(A) and (B)

UWMF: The revenue center
delegate must review the refunds to
ensure they are appropriate business
transactions.

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Elavon (EBC)-(Red
Book)
Treasury and Affiliation Agreement
Program Manager provides a monthly
detailed report to the revenue center.

The revenue center delegate must
reconcile the report to their receipts.
(A)

Not applicable.
UWHC: Treasury and Affiliation
Agreement Program Manager
provides a monthly detailed report to
the revenue center.

The revenue center delegate must
review the refunds to ensure they are
appropriate business transactions.
(A) and (B)

(A)The reports should be signed and dated by the reviewer and kept on file for 18 months.

(B) All credit card activity must be reviewed by someone independent of the refund process.

IV. REFERENCES

UWHC Administrative Policy 2.31-Limits for Patient Account Settlements, Discretionary and Non-
Discretionary Write-Offs/Adjustments and Patient Refunds
UW Health Administrative Policy 1.02-UW Health Access to Electronic Information Systems
UW Health Administrative Policy 1.52-UW Health Credit Card Handling Policy
Information Services Departmental Policy SE-POL-004-UW Health IS Credit Card Security Policy

V. COORDINATION

Sr. Management Sponsor: VP, Revenue Cycle
Author: Director of Patient Business Services

Approval Committee: UW Health Administrative Policy and Procedure Committee


SIGNED BY

Ronald Sliwinski
President, University of Wisconsin Hospitals
Chief of Clinical Operations


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