This guide explains how to create and complete an order using the ProHealth Connect system. Follow each step in order to ensure the transaction is processed correctly.
Begin by swiping or scanning the member’s benefit card.
If you are using a PHC Pay terminal:
1. Select 'Scan Card.'
2. Swipe the magstripe or scan the barcode on the member’s card.
If you are using the PHC Go mobile app (Android):
1. Select 'Swipe Card.'
2. Wait for the yellow light on the i9 Card Reader.
3. Swipe the card’s magnetic stripe.
4. The yellow light will turn off when the card is successfully registered.
After a valid card is scanned, the Order screen will appear.
For closed-loop cards, the member’s benefit balance will appear on screen.
For open-loop cards: The balance will display as $0.00. This is normal because open-loop cards operate on Visa/Mastercard payment rails.
Important: A card showing a balance does not guarantee that the item will be approved by the plan sponsor.
1. Tap 'Create Order.'
2. Begin scanning the customer’s items.
If an item is not already saved in your item file, you will be asked to enter it manually.
Enter the following:
1. Item description
2. Item price (include decimals)
3. Tap 'OK' to save the item.
Each item will show the item name, quantity, and price per unit.
You can adjust items as needed:
- Tap 'X' to remove an item.
- Tap '+' to increase quantity.
- Tap '-' to decrease quantity.
Before processing a transaction, it is important to understand how card balances may be displayed after swiping a card:
For a closed loop card the balance will appear after swiping.
For an open loop card the balance will always display as $0
Open loop cards run on the Visa & Mastercard rails. In the same way that a credit card balance does not display after a credit purchase, the balance for an open loop card will not display here either.
Once the order is open, begin entering items by either:
• scanning the barcode
• entering the UPC manually
An item must be added to your Item File before it can be scanned successfully. This helps ensure the item is qualified for OTC / healthy foods programs.
If an item is not already in the Item File, the system will prompt you to add it after scanning.
When adding a new item manually:
1. Enter the item description
2. Enter the item price
3. Include decimals in the price
#### Correct example
• `12.00`
#### Incorrect example
• `12`
Dollar signs will be automatically included by the system.
After entering the information, tap [OK]. The item will be saved to your Item File
Items can also be uploaded to the Item File in bulk.
For that process, see the separate article on Uploading Items to your Item File (coming soon)
Once an item has been scanned or entered from the Item File, it will appear on the screen with:
• quantity
• price per unit
To adjust quantity:
• tap **[+]** to increase
• tap **[-]** to decrease
Batch processing is a fraudulent scanning technique in which multiple items are scanned under a single UPC. This can happen when cashiers try to:
• reduce transaction time
• include items not approved in a customer’s plan
PHC will manually review transaction history, and this behavior may lead to expulsion from the OTC / healthy foods program
To cancel a transaction:
1. Tap 'Cancel.'
2. Select 'Yes' when the confirmation prompt appears.
If an order is cancelled, the member will not be charged.
1. Tap 'Checkout.'
2. Continue with the checkout process to finalize the transaction.
You have now completed the order creation process. Following these steps ensures transactions are processed accurately and in compliance with ProHealth Connect requirements.
