Batch Payments - Group Payments

The Group posting type allows you to manually enter insurance payments that do not have any adjustments or transfer amounts associated with them. This is very useful for secondary insurance payments or attorney payments, essentially any scenario where you just want to pay off charge lines. 

Accessing Group Payments

  1. Open the Payments menu, select Batch Payments.
    1. If you don’t have a patient selected, you’ll be prompted to choose one.
  2. Select Group from the Payment Type drop-down.
  3. Complete the Search Criteria for the payment you're posting.

  1. Posting Type: Choose Group.
  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 date of service range.
  9. Payment Code: Defaults based on insurance class. 
  10. Adjustment Code: Defaults based on insurance class.  
  11. Date of Service: Enter the Date of Service range from the payment. 
  12. Transaction Type: Defaults to Group Payment. You can choose Group Adjustment or Group Transfer. These options are useful in situations where the payer paid part of the charges and you want to adjust off the remaining balance. So you would post the payments using the Group Payment option. Then, you'd change this to Group Adjustment and adjust off the rest.
  13. Show All Charges: Check this box to display all charges, including those with a zero balance.

Group Payment Entry

Use the Y key in the Yes/No field to post the patient/adjustment to the charge line and your tab and arrow keys to move through the charge lines.

Transaction Details

  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 insurance selected in the Search Criteria.
  8. Yes/No: Defaults to N. Enter Y to post the full outstanding amount of the charge. This will auto-populate the Payment/Adjustment field with the Balance amount. 
  9. Payment/Adjustment: If Yes/No is set to N, enter the amount paid here.
  10. Transfer: Auto-populates using the formula Balance - Payment/Adjustment = Transfer

  1. Transfer to Payer: Select where the remaining balance is due from, this can be another payer or the patient. There typically is not a transfer amount with this posting option.
  2. Adjustment Qualifier: Change this field to reflect the adjustment code from the payment
  3. Adjustment Code: Change this field to reflect the adjustment code from the payment
  4. Transaction Code: Change this field to reflect the adjustment code from the payment

Click Save when you're finished posting.

Group Payment Entry Page Validation

Underpayment

The system completes a validation check to determine if the Payment Amount is equal to the total of the Payment/Adjustment column totals. If they do not match, you will receive the error shown below. Choose Ok to post the overpayment, or cancel to fix the error.

Overpayment

If you attempt to add a payment that exceeds the amount you entered in the Payment Amount field, the system will ask you if you want to correct the charge line. For example: if the charge was $122 and you only had $109 left from the EOB, the system will allow you to post the overpayment by clicking OK and Save. 

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