Create Your Billing Packets

Once your FileZilla account setup is complete, you can begin creating your billing packets to upload into FileZilla. You’ll need to sort your documents into three batches (Paper checks and Virtual Credit Cards (VCC), Electronic Funds Transfer (EFT), and Mail) and include a deposit log cover sheet with each batch.

Sort Your Documents

For each clinic submit three separate batches weekly: Two for payments and one for mail.

Payment Batches 

1. Paper Checks and Virtual Credit Cards (VCC)     
   Include any paper checks with corresponding EOBs and processed VCC payments:
   1. Copies of EOBs that contain payments and denials
   2. EOBs applying the balance to the patient’s deductible 
   3. Include the processed virtual credit card receipt with EOB if applicable
2. EFTs
   1. A printed copy of your weekly EFT deposits from your bank statement 
   2. (or) a typed list of weekly EFT deposits from your bank  

Mail Batch

1. Copies of Insurance Correspondence
2. Copies of EOBs that only contain denials

Create Your Billing Packet

Scan your billing packet in the following order:

1. Payment Batches: 
   1. Checks and VCC Deposit Log Cover Sheet: Utilize the Checks and VCC Deposit Log Cover Sheet template and include Clinic Name, Code, Contact, and Deposit Date at the top. List the Insurance Name, Check Date, Check #, and Total Payment. Important: When you send your last month's deposit, check the box for Final Batch of the Month on the cover sheet.  
      
      Check out an example of a Checks and VCC Deposit Log Cover Sheet!
   2. EFTs Deposit Log Cover Sheet: All EFTs should be listed on the EFT Deposit Log Cover Sheet template. Include your Clinic Name, Code, and Contact at the top. List the EFT Date, Insurance Name, EFT #, and Total Payment amount. The deposit will consist of multiple deposit dates, please put the selected Deposit Date for posting at the top, generally, the date of the last EFT listed. When you send your last month's deposit, check the box for Final Batch of the Month on the cover sheet. Additionally, attach any EOBS received by mail relating to the EFTs.   
      •  If attaching a copy of your bank statement, be sure to include the EFT Deposit Log Cover Sheet along with your Clinic Code and Name, preferred Deposit Date, and Deposit Total only.
Check out an example of an EFT Deposit Log Cover Sheet!
2. Mail Batch: 
   1. Mail Batch Cover Sheet: Utilize the Mail Cover Sheet and include Clinic Name, Clinic Code, and Date Sent. Keep multiple page EOBs in page order. If EOBs are double-sided, scan both sides of the EOBs. 

Things to Remember

• DO NOT include patient payments collected through the WebPT EMR/Billing in your payment batch or your batch totals. Sending copies of copays entered into Billing may cause duplicate posting of those payments.
• Do not attach any EOBs stating payment is under a separate cover (hold these EOBs until the check arrives so that your deposit amounts match)
• Scanner resolution should be a minimum of 300 DPI
• Scan in PDF format
• Do not scan documents in color, scan in black and white only
• Scan both sides of double-sided documents
• Save the scanned packets to your computer 

Store Your Packets  

We recommend creating a main designated folder titled WebPT Billing Payments and Mail to store your packets. Within that folder, we recommend creating an archived or uploaded packets folder to keep track of those that have or have not been uploaded to FileZilla.