Managing and verifying payment methods in wawa is essential for ensuring smooth transactions. This guide explains how to check if a payment method is set up, understand payment statuses, and set up payment methods via the app or email.
Overview of Payment Methods
wawa allows patients to manage their payment methods directly in the wawa App. All relevant information is accessible to clinic staff in the Payment Methods section of a patient’s profile. Clinic users views of finance can depend on their role. If you are unsure of your access roles, speak to your senior leadership team.
How to Check Payment Method Status
To verify the status of a payment method:
Open the patient’s profile in wawa.
Navigate to the Payment Methods section.
Review the status, which will be displayed as either:
Pending: the payment method has been added but is not yet active.
Active: the payment method is fully set up and ready for use.
If no payment method is listed in this section, it means the patient has not set one up yet, or it has been removed by themselves or a member of clinic staff.
How to Check if a Payment Method is Linked to a Subscription
To confirm that an active card is set up against a subscription:
Open the patient’s profile in wawa.
Navigate to the Subscription section.
Review the status of the subscription.
For a subscription payment to be taken from a card, there needs to be an 'Active' label on both the payment method and the Subscription in this view.
If a subscription has a 'cancelled' status, but an active payment method, no payment will be taken. If a subscription has an 'active' status, but no payment method, no payment will be taken.
A combination of the two above will also mean no card payment is taken; a card may be active on a patients profile (from a different payment perhaps) but it will not automatically take a payment if it is not explicitly linked to that active subscription.
See below example of an active subscription with an active payment method:
Setting Up Payment Methods
Patients can set up their payment methods using either:
The wawa Fertility app
The link provided in the invoice email
Ensure that the patient uses their own portal link for setup. Note that payments will not be processed immediately after the payment method is added, it can take several working days for a payment method to be linked to a subscription, after which time the payment will be taken from their account.
Common Issues and Troubleshooting
If a payment method does not appear in the Payment Methods section, confirm that the setup process was completed correctly.
If a payment method says 'pending', inform the patient that the payment is still due to be taken, but only once their bank has accepted the connection.
If a payment is not being taken, ask the patient to confirm that their bank has accepted the connection and is not blocking the payment, that they have sufficient funds, and that they have used a card in a name matching that of the subscription.
By following these steps, you can effectively manage and verify payment methods in the Wawa Fertility app.
Automatic Payments for Subscriptions
To view and/or edit a patient's recurring payment method in wawa, the patient will need to have a subscription set up.
How to view whether a subscription has a payment method connected
Navigate to the patient's profile
Navigate to the subscription
Click on the subscription
Look for the "Payment method" header. You will see one of three indications:
No payment method – if there is no payment
Payment method listed – if there is a payment method listed, then this subscription does not have a payment method attached to it
Yellow "Direct debit payment is pending" bar (after clicking on a subscription invoice) – this means that a patient has initiated a direct debit payment set up, and it is still being processed with their bank
How to disconnect a payment method from a subscription
Navigate to the patient's profile
Navigate to the subscription
Click on the subscription
Look for the "Payment method" header under the Invoices section on the subscription
You will see a green background on the current active payment method
To remove this payment method, click the red "Remove" button to the right of the payment method row
When the patient's next invoice is issued, they will be able to set up a new payment method for this invoice, which will appear here instead.
