Merchant: Step by Step OpenDental with Strictly

This guide provides detailed step-by-step instructions to configure the integration between OpenDental and the Strictly platform. It is intended for merchants using OpenDental as their PMS (Practice Management System).

Requirements

1. OpenDental version 23.1.27 or higher

2. OpenDental eConnector installed and running

3. Access to the OpenDental Developer Portal

4. Access to the Strictly Admin (merchant configuration panel)

5. Internet access is required to perform software updates and API setup

Step 1: Update OpenDental

If the installed version of OpenDental is older than 23.1.27, follow these steps:

1. Open the OpenDental application.

2. Navigate to Help → Update.

3. Click Check for Updates.

4. If a stable version is available, click Install.

5. Once the update completes, click OK to restart the application.

This ensures compatibility with the integration features used by Strictly.

Step 2: Verify or Install eConnector

The eConnector must be installed and running on the OpenDental server.

1. In OpenDental, go to the eServices menu.

2. Select eConnector Service.

3. Confirm that the current status indicates the service is active.

If not installed, follow the instructions provided by OpenDental here: https://www.opendental.com/manual/econnector.html

Step 3: Configure OpenDental API Access

1. Open the OpenDental application.

2. Navigate to Setup → Advanced Setup → API.

3. Click Add Key.

4. Paste the Developer API provided by your Agent.

5. Confirm that the key is active and visible in the list.

To verify the connection:

1. Navigate to eServices → eConnector Service.

2. Ensure the service shows a healthy/active status.

Step 4: Processing a Payment

Imported Customer

This guide outlines the process for accepting a payment through the Virtual Terminal within the Strictly web dashboard, ensuring the transaction is accurately reflected in the patient's OpenDental account.

Step-by-Step Instructions

1. Access the Strictly Web Dashboard: Begin by opening your web browser and navigating to the Strictly web dashboard. This is your central hub for managing customer accounts and processing payments.

2. Navigate to the Customers Page: Once logged in, locate and click on the "Customers" page. This section provides a comprehensive list of all your registered customers.

3. Search for the Desired Customer: To initiate a payment for a specific individual, utilize the search function on the Customers page. Enter the customer's name, ID, or any other identifying information to quickly locate their profile.

4. Select "Pay on Virtual Terminal": Once the desired customer's profile is found, look for the "Actions" column or menu associated with their entry. From the available options, select "Pay on Virtual Terminal." This action will automatically redirect you to the dedicated Virtual Terminal interface.

5. Enter the Payment Amount: On the Virtual Terminal screen, you will be prompted to enter the precise payment amount. Carefully input the correct monetary value for the transaction.

6. Submit the Payment: After verifying the payment amount, proceed to submit the payment. This typically involves clicking a "Submit" or "Process Payment" button. The system will then process the transaction.

Post-Payment Integration with OpenDental:

Upon successful submission, the payment will be automatically recorded and appear in the patient's account within OpenDental. Specifically, you can find this transaction under the "Account" module in OpenDental, ensuring a seamless and accurate reconciliation of financial records between the two systems. This integration simplifies payment tracking and provides a comprehensive view of patient balances.

Virtual Terminal

The Virtual Terminal feature offers a streamlined method for processing payments directly through the Strictly web dashboard, ensuring that all transactions are accurately reflected within your OpenDental system. This integration eliminates manual data entry and reduces the potential for errors, enhancing efficiency and accuracy in your practice's financial management.

Step-by-Step Instructions:

1. Access the Strictly Web Dashboard: Begin by navigating to the Strictly web dashboard. This is your central hub for managing all payment-related activities. Ensure you are logged in with the appropriate credentials to access the Virtual Terminal feature.

2. Input Payment Details: Once on the dashboard, locate the Virtual Terminal section. Here, you will be prompted to enter two crucial pieces of information:

   • Payment Amount: Carefully input the exact amount of the payment being collected. Double-check this figure to prevent discrepancies.

   • Patient Number (PatNum) from OpenDental: This is a critical identifier. Retrieve the unique Patient Number (PatNum) directly from the patient's record in your OpenDental software. Accurately entering this number ensures that the payment is correctly attributed to the specific patient in OpenDental.

3. Submit the Payment: After entering both the payment amount and the patient's PatNum, review the information for accuracy one last time. Once confirmed, proceed to submit the payment through the Virtual Terminal interface. The system will then process the transaction.

Automatic Synchronization with OpenDental:

Upon successful submission, the payment information is automatically transmitted and recorded within the corresponding patient's account in OpenDental. You can verify this by navigating to the Account module within OpenDental. The payment will appear as a new entry, complete with the amount and the associated transaction details, providing a real-time update of the patient's financial record. This seamless synchronization ensures that your financial records are always up-to-date and consistent across both platforms.

Step 5: Viewing Payments in OpenDental

Reviewing posted payments in OpenDental is a straightforward process that allows you to keep track of all financial transactions associated with a patient. Follow these steps to access and view payment details:

1. Launch OpenDental: Begin by opening the OpenDental software on your computer. Ensure you have the necessary login credentials and permissions to access patient accounts and financial information.

2. Access the Account Module: Once OpenDental is open, navigate to the "Account" module. This module is specifically designed for managing patient financial records, including payments, charges, and adjustments. You can typically find a link or button for the "Account" module in the main navigation menu or toolbar of the OpenDental interface.

3. Select the Patient: Within the Account module, you will need to specify the patient whose payments you wish to review. Click on the "Select Patient" option. This action will usually open a search dialog or a list of your existing patients.

4. Choose the Desired Patient: From the patient selection interface, either search for the patient by name, patient ID, or other identifying information, or browse through the list to locate the correct individual. Once found, select the patient to load their financial account.

5. View Associated Payments: After selecting the patient, their complete account history will be displayed. This will include a detailed ledger showing all services provided, charges incurred, and, most importantly, all payments that have been posted to their account. You can typically see information such as the payment date, amount, payment method, and any notes associated with the transaction. This comprehensive view allows you to verify that all payments have been correctly applied and to reconcile patient balances.

Supported Payment Types

Strictly emits the following event types, which are reflected in OpenDental as follows:

These events are automatically posted to OpenDental based on the integration configuration.

Troubleshooting

If a payment fails and the error "DefNum is hidden" appears, check that the payment type (e.g., Credit Card Sale) is enabled in the OpenDental setup.