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Unify Healthcare Payments & EHR: Vantiv & Epic Integration

Streamline patient billing, accelerate reconciliation, and enhance compliance with a powerful, AI-driven iPaaS solution.

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The Challenge

The Disconnected Healthcare Payment Landscape

Healthcare organizations often struggle with a fragmented payment ecosystem, where financial data from payment processors like Vantiv operates in silos from the core Electronic Health Record (EHR) system, Epic. This disconnect leads to significant operational inefficiencies, compliance risks, and a suboptimal patient experience.

  • Manual data entry for payment statuses into Epic, leading to errors and delays.
  • Labor-intensive daily reconciliation of Vantiv settlement reports with Epic's General Ledger.
  • Lack of real-time visibility into patient payment status within Epic, hindering revenue cycle management.
  • Challenges in securely managing patient payment profiles (card-on-file) while maintaining PCI DSS and HIPAA compliance.
  • Ineffective chargeback management due to delayed notifications and fragmented transaction data.
  • Suboptimal patient experience with disjointed billing processes and limited self-service payment options.
Integration Diagram
Solution Illustration
The Solution

Intelligent Vantiv & Epic Integration: Your Path to Unified Healthcare Finance

Our iPaaS-powered integration solution seamlessly connects Vantiv's payment processing capabilities with Epic's comprehensive EHR, creating a unified platform for managing all patient financial transactions. This real-time, secure, and automated bridge eliminates data silos, optimizes the revenue cycle, and enhances the patient payment experience, all while ensuring stringent compliance with healthcare and payment industry regulations.

  • Real-time Payment Transaction Synchronization (Auth, Capture, Refund, Void)
  • Automated Daily Settlement Reconciliation with Epic GL
  • Secure Patient Payment Profile Management (Tokenization)
  • AI-Enhanced Fraud Detection & Chargeback Workflow Automation
  • Bi-directional Data Flow for Patient, Appointment, and Financial Records
Implementation Timeline

Go live with Vantiv + Epic in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Vantiv and Epic, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Vantiv + Epic deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Comprehensive Solution Details

  • Real-time Payment Transaction Synchronization (Auth, Capture, Refund, Void)
  • Automated Daily Settlement Reconciliation with Epic GL
  • Secure Patient Payment Profile Management (Tokenization)
  • AI-Enhanced Fraud Detection & Chargeback Workflow Automation
  • Bi-directional Data Flow for Patient, Appointment, and Financial Records
  • Low-Code/No-Code Workflow Design for Business Users
  • Comprehensive Audit Trails & Proactive Monitoring

Comprehensive Vantiv & Epic Integration: Technical Overview

This integration leverages a robust iPaaS platform to establish a secure, real-time, and bi-directional data flow between Vantiv's payment processing engine and Epic's Electronic Health Record system. By orchestrating API calls, managing data transformations, and implementing intelligent error handling, the solution ensures seamless financial operations within a healthcare context.

Data Flow Steps

Connection & Authentication: Establish secure connections to Vantiv using OAuth 2.0 (client credentials) and Epic using OAuth 2.0 for FHIR APIs, managing tokens and refresh cycles.

Event Listener Configuration: Set up webhooks in Vantiv for critical events (e.g., chargeback notifications) and configure event listeners for Epic FHIR resources (e.g., new 'Appointment', 'Encounter' updates).

Workflow Design (Low-Code): Visually design integration workflows within the iPaaS, defining triggers, actions, and conditional logic for various payment scenarios.

Data Mapping & Transformation: Utilize the iPaaS's visual mapping canvas to precisely map data fields between Vantiv and Epic entities, applying necessary data type conversions, format adjustments, and business logic.

Error Handling & Retries: Implement robust error handling with automatic retries (exponential backoff) for transient API failures and dead-letter queues for persistent issues, ensuring data integrity.

Monitoring & Alerting: Configure real-time dashboards and alerts to track integration health, performance, and detect any anomalies or discrepancies in data flow.

Deployment & Governance: Promote tested integration flows from sandbox to production environments with version control, ensuring consistency and compliance.

Data Touchpoints

Vantiv: Payment Transaction (Authorization, Capture, Refund, Void), Customer Payment Profile (Token), Settlement Batch, Chargeback, Fraud Alert.
Epic: Patient, Appointment, Encounter, ServiceRequest (Referral, Lab Order, Custom Case), Claim, General Ledger Entry (via custom API/InterConnect), Observation (Fraud Alert).

"The integration architecture features the iPaaS as a central hub. Patient payment actions (from portal/POS) trigger requests to Vantiv via the iPaaS. Vantiv processes, and the iPaaS updates Epic. Concurrently, Vantiv settlement reports are pulled by the iPaaS, transformed, and pushed to Epic's GL. Webhooks from Vantiv inform the iPaaS of chargebacks, triggering Epic workflows. All data flow is secured with encryption and robust authentication, adhering to HIPAA and PCI DSS."

Pricing

Simple, transparent pricing for Vantiv + Epic.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Innovative & Robust

How Middleware Integration Works

Benefits of Integrating Vantiv

Integrating Vantiv fosters greater efficiency and data accuracy. Automate your critical business processes to deliver consistently outstanding results.

Hover over the steps on the right to see detailed integration points.
Data Mapping

Key Entities & Field-Level Mappings

The foundation of a successful Vantiv-Epic integration lies in precise mapping of core entities and their respective fields. Our iPaaS provides visual tools and AI assistance to ensure accurate, compliant, and efficient data exchange.

Payment Transaction (Vantiv) <=> Encounter/Claim (Epic)

Linking Vantiv's financial transaction details to specific patient encounters or claims in Epic for accurate billing and record-keeping.

Vantiv Fields

transactionId (Vantiv) amount (Vantiv) currency (Vantiv) status (Vantiv: AUTHORIZED, CAPTURED, REFUNDED, VOIDED) type (Vantiv) paymentMethodType (Vantiv) timestamp (Vantiv) orderId (Vantiv) customerId (Vantiv)

Epic Fields

id (Epic Encounter/Claim) subject (patient - Epic Encounter/Claim) period (start, end - Epic Encounter) status (Epic Encounter/Claim) totalAmount (Epic Claim) custompaymentstatus (Epic Encounter/Claim - custom field) customvantivtransaction_id (Epic Encounter/Claim - custom field)

Mapping Notes

The Vantiv 'orderId' is critical for linking to Epic's 'Encounter.id' or 'Claim.id'. Payment statuses need careful harmonization (e.g., Vantiv 'CAPTURED' maps to Epic 'Payment Posted'). Currency and amount must match. CustomerId from Vantiv maps to Epic Patient.id or MRN.

Next Steps

See Vantiv + Epic integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo
Real-World Applications

Integration Use Cases

Explore how the integration behaves in real business scenarios, with clearly defined steps, outcomes, and execution patterns.

Patient Online Bill Pay & Epic Balance Update

A patient uses an online portal to pay an outstanding balance. The payment is processed by Vantiv, and the corresponding 'Claim' or 'Account' balance in Epic is automatically updated in real-time, sending a confirmation to the patient.

Integration Steps:

  1. 0 Patient logs into a secure patient portal and selects an outstanding bill.
  2. 1 Patient enters payment details, which are sent to Vantiv for authorization/capture via iPaaS.
  3. 2 Vantiv processes the payment and returns a success status and transaction ID.
  4. 3 iPaaS receives the Vantiv response, updates the 'Claim' or 'Account' in Epic with the payment status, transaction ID, and amount.
  5. 4 Epic generates an updated statement, and the patient receives an automated payment receipt.

Business Outcome

Improved collection rates, reduced manual payment posting, enhanced patient satisfaction, accurate Epic financial records.

Frequency

Real-time (event-driven)

Business Value

Key Integration Benefits

Discover the strategic advantages and business value of seamless integration between your systems.

Accelerated Revenue Cycle Management
Automate patient payment processing and daily settlement reconciliation, significantly reducing accounts receivable days and accelerating cash flow into your organization.
Enhanced Patient Payment Experience
Offer seamless and secure payment options, including card-on-file, directly linked to their Epic records, improving patient satisfaction and loyalty.
Reduced Manual Effort & Errors
Eliminate manual data entry and reconciliation tasks, freeing up finance and administrative staff for higher-value activities and minimizing human error.
Uncompromised Security & Compliance
Ensure strict adherence to PCI DSS for payment data and HIPAA for patient health information through tokenization, encryption, and robust access controls.
Real-time Financial Visibility
Gain immediate insights into payment statuses, chargebacks, and settlement activities directly within Epic or through centralized dashboards.
Proactive Fraud Prevention
Leverage AI-enhanced fraud detection to identify and mitigate suspicious payment activities processed through Vantiv, protecting your revenue.
✨

Accelerated Revenue Cycle Management

30% Reduction in A/R Days

📋 What You Get

Automate patient payment processing and daily settlement reconciliation, significantly reducing accounts receivable days and accelerating cash flow into your organization.

💼 Business Impact

This benefit directly contributes to 30% improvement in Reduction in A/R Days, enabling your team to focus on high-value strategic initiatives.

Implementation Timeline

Go live with Vantiv + Epic in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Vantiv and Epic, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Vantiv + Epic deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Technical Documentation

API Endpoints & Data Logic

Technical details for developers and architects.

Method Endpoint Purpose
POST /payments/v1/authorizations Initiates a payment authorization request for a specific amount, linking to an Epic Encounter or Appointment ID as 'orderId'.
POST /payments/v1/captures Captures a previously authorized payment, completing the transaction and updating Epic's payment status.
POST /payments/v1/refunds Processes a refund, requiring the original Vantiv transaction ID, triggered by an Epic refund workflow.
GET /settlements/v1/daily-reports Retrieves daily aggregated settlement data from Vantiv for reconciliation with Epic's General Ledger.
POST /tokens/v1/card Tokenizes sensitive cardholder data, returning a secure token for card-on-file storage in Vantiv and reference in Epic.

⚡ Transformation Logic

  • Status Harmonization: Map Vantiv payment statuses (e.g., 'AUTHORIZED', 'CAPTURED') to Epic's internal payment status codes (e.g., 'Pending', 'Paid').
  • Identifier Mapping: Map Epic 'Encounter.id' to Vantiv 'orderId' and Vantiv 'transactionId' to Epic 'customvantivtransaction_id'.
  • Financial Aggregation: Aggregate individual Vantiv transactions within a 'Settlement Batch' into debit/credit entries for Epic's General Ledger.
  • Currency Conversion: If applicable, convert payment amounts between different currencies, applying predefined exchange rates.
  • Data Masking: Ensure sensitive card data is always tokenized by Vantiv, and only masked data (e.g., last 4 digits) is stored in Epic for display.

🛡️ Error Handling

  • Vantiv API downtime leading to failed payment authorizations.
  • Invalid patient/encounter IDs from Epic causing Vantiv transaction failures.
  • Rate limits exceeded on Epic FHIR APIs during peak hours.
  • Data validation errors during GL entry posting to Epic.
  • Network latency causing timeouts during real-time updates.
  • Mismatched currency codes between Vantiv and Epic.
Pricing

Simple, transparent pricing for Vantiv + Epic.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Support & Information

Frequently Asked Questions

Common questions about integration implementation, security, and best practices.

General FAQs

▸ How does Vantiv integrate with Epic for patient payments?
Our iPaaS solution acts as the bridge. When a patient makes a payment (e.g., via portal or POS), the iPaaS sends the transaction to Vantiv for processing. Upon Vantiv's confirmation, the iPaaS updates the corresponding 'Encounter' or 'Claim' in Epic with the payment status, transaction ID, and securely stored token reference, ensuring real-time financial visibility.

Security & Compliance FAQs

▸ What security standards do Vantiv-Epic integrations need to meet?
This integration must adhere to both PCI DSS (Payment Card Industry Data Security Standard) for handling cardholder data via Vantiv, and HIPAA (Health Insurance Portability and Accountability Act) for protecting patient health information in Epic. Tokenization, end-to-end encryption, and robust access controls are paramount to ensure compliance.
▸ What is the role of tokenization in Vantiv-Epic integrations?
Tokenization replaces sensitive cardholder data with a unique, non-sensitive identifier (token) provided by Vantiv. This token is then used for subsequent transactions or stored securely in Epic (as a reference, not the raw card data). This minimizes the risk of data breaches and significantly reduces your PCI DSS compliance burden.

Financial Operations FAQs

▸ Can I automate financial reconciliation between Vantiv and Epic's General Ledger?
Absolutely. The iPaaS automates this daily process. It retrieves Vantiv's settlement reports, intelligently transforms and categorizes the transaction data (sales, refunds, fees, chargebacks), maps them to your Epic General Ledger accounts, and posts automated journal entries, flagging any discrepancies for review.

AI & Automation FAQs

▸ How does AI enhance fraud detection in Vantiv-Epic payment workflows?
AI models analyze Vantiv transaction data in real-time, identifying unusual patterns or anomalies indicative of fraud. It can generate fraud scores, automatically block high-risk transactions, or route suspicious payments for manual review, with alerts and corresponding 'Fraud Alert' entries created in Epic for immediate action.

Low-Code/No-Code FAQs

▸ Can low-code tools customize Vantiv-Epic workflows without coding?
Yes, our low-code iPaaS empowers business analysts and financial operations teams to design and modify complex Vantiv-Epic workflows using visual drag-and-drop interfaces. This includes defining data mappings, setting up conditional logic for refunds, or customizing chargeback processes, significantly reducing reliance on developer resources.

Performance FAQs

▸ How do you handle Epic API rate limits and performance bottlenecks?
We manage API rate limits through intelligent throttling, queuing mechanisms, and batch processing within the iPaaS. Performance bottlenecks are addressed through optimized data mapping, caching frequently accessed data, using asynchronous processing, and proactive monitoring of integration metrics to identify and resolve issues before they impact patient care.

Error Handling FAQs

▸ What happens if a Vantiv transaction fails? How is Epic updated?
Our integration includes robust error handling. If a Vantiv transaction fails, the iPaaS logs the error, attempts automated retries for transient issues, and if persistent, routes the message to a dead-letter queue for manual review. Critical failures trigger immediate alerts to operations teams, and Epic is updated with the 'failed' payment status, ensuring transparency.
Implementation Timeline

Go live with Vantiv + Epic in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Vantiv and Epic, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Vantiv + Epic deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Pricing

Simple, transparent pricing for Vantiv + Epic.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Next Steps

See Vantiv + Epic integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo