Batch Payments - Standard Payments

The Standard Payment posting type is the most commonly used Batch Payments entry type. Use this method to post one line item per CPT code. The Batch Payments page consists of two sections. The first section of the page is where you input information related to the payment you are posting, and the second section displays the transaction details. 

Standard Payments

  1. Open the Payments menu and select Batch Payments.
    1. If you don’t have a patient selected, you’ll be prompted to choose one.
  2. On the Batch Payment screen, the patient’s insurance will automatically populate in the Insurance search criteria. The Payment and Adjustment code populates based on the defaults set on the Insurance Class. Note: If the Insurance is changed to All or by PATIENT the Payment and Adjustment code fields will be blank, you will be required to manually select a Payment/Adjustment Code.
  3. Complete the Search Criteria fields.
    1. Posting Type: The Standard Payment option is selected by default.
    2. Deposit Date: Most reports run based on Deposit Date, so it’s important to use this field uniformly across your company. Determine if this date is the day you’re posting the payment, the date of the EOB, etc. To use today’s date type in 00 and press the Enter key.
    3. Batch: This field is optional, but can segment out your reporting when balancing. Use this field to indicate payment types. Because balancing reports already pull by user initials, it's not necessary to include initials here. Decide on a consistent way to use this field to provide additional reporting options. Some Members enter payer information here so they can run reports by payer. Most reports can be run by insurance code or insurance class by default.
    4. Total Payment Amount: While this field is optional, it will help you balance when entering an entire check amount. As you post each service line, this amount will reduce by the amount posted. At the end of the EOB, you’ll want to ensure this amount is zero to indicate you’ve posted the same amount as the total payment. This field will remain as you switch patients.
    5. Payment Type: This field defaults to Check, use the drop-down to select another option.
    6. Check/Credit Card Auth Number: Enter the check number or credit card authorization number of the payment. This is not a required field but is recommended for balancing.
    7. Insurance: Select the insurance associated with the payment you are posting.
    8. Payment Amount: Use this field to enter the payment for this patient and the date of service range.
    9. Payment Code: Defaults based on insurance class, if the Insurance is changed to All or by PATIENT the Payment code field will be blank, you will be required to manually select a Payment Code. This is the code that will be posted with the payment and is important for reporting.
    10. Adjustment Code: Defaults based on insurance class, if the Insurance is changed to All or by PATIENT the Adjustment code field will be blank, you will be required to manually select an Adjustment Code. This is the code that will be posted with the adjustment and is important for reporting. 
    11. Date of Service: Enter the Date of Service range from the EOB. 
    12. Show All Charges: Check this box to display all charges, including those with a zero balance.
  4. Once you’ve entered the necessary information, click Search

Transaction Detail for Standard Payment 

Complete the Allowed and Payment amounts. The Adjustment will auto-populate but you can adjust this default calculation as needed. Note: You can navigate through every field for the Transaction Detail using the right/left and up/down arrow keys.

  1. Charge ID: Unique number assigned by the system for each charge
  2. Date of Service: Date of Service
  3. CPT Code: CPT code billed
  4. Units: Number of units billed
  5. Charges: The original charge amount
  6. Balance: Amount that is currently owed on the charge
  7. Paid By Insurance: Auto-populates with the entity that the charge was last billed to
  8. Allowed: The amount that the insurance is allowing you to bill for the charge
  9. Payment: The amount that the insurance is paying towards the charge
  10. Adjustment: Auto-populates using the formula Balance - Allowed - Payment = Adjustment

  1. Transfer: The amount to transfer to the next payer or to the patient
  2. Transfer to Payer: Indicate where the transfer amount should go i.e. Patient, Secondary, Tertiary etc.
  3. Adjustment Qualifier: Choose the adjustment qualifier on the EOB
  4. Adjustment Code: Choose the adjustment code on the EOB
  5. Transaction Code: Change this field to reflect the transaction code on the EOB

After you've completed entering the payments for the patient, click Save to complete the transaction. 

The Total Payment field will reflect the balance remaining on the check after the previous values were posted. 

Payment Entry Validation

  1. The system completes a validation check to determine if the Payment Amount is equal to the total of the Payment column below (the Posted Amount). 
  2. If they don't match, like in the example above, you will receive an error message and must make the necessary corrections before trying to save it again.
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