Batch Payments - Multiple Entry Payments

The Multiple Entry posting type should be used when you have an EOB with multiple adjustments or transfer detail amounts per CPT code and you need to record the details to bill a secondary payer. This window allows up to 5 adjustment options per service line. This method is typically used when Medicare is the primary payer.

Accessing Payment Multiple Entry

  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 Multiple Entry from the Posting Type drop-down.
  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 date of service range.
  9. Payment Code: Defaults based on insurance class. This is the code that will be posted with the payment and is important for reporting. 
  10. Adjustment Code: Defaults based on insurance class. 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.

Payment Multiple Entry

Note: You can navigate through every field 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

  1. Paid By Insurance: Auto-populates with the entity that the charge was last billed to
  2. Allowed: The amount that the insurance is allowing you to bill for the charge. This isn't often used for this payment entry method. 
  3. Payment: The amount that the insurance is paying towards the charge
  4. Adjustment: List each adjustment amount separately along with its corresponding Adjustment Qualifier and Adjustment Code. You can list up to 5 adjustments per charge line. 
  5. Transfer: The remaining charge balance after payments and adjustments. 
  6. Transfer Detail: Manually enter the balance or breakdown of the amount that needs to be billed to a secondary or tertiary insurance
  7. Transfer to Payer: Select who the remaining balance should be transferred to.
  8. Adjustment Qualifier: Change this field to reflect the adjustment code from the EOB. 
  9. Adjustment Code: Change this field to reflect the adjustment code from the EOB
  10. Billing Provider: Lists the name of the Billing Provider for the DOS

After you enter all of the required fields, click Save to complete the transaction.

Requirements for PR and CO Adjustments Qualifiers

For each charge line:

  • If the Adjustment Qualifier field is set to PR (indicating patient responsibility), then there must be a value greater than zero in the Transfer Detail field. 
    • If there is no transfer amount and no adjustment amount, update the Adjustment Qualifier field to NA.
  • If the Adjustment Qualifier is set to CO (indicating a contractual obligation), then either the Payment Amount or Adjustment Amount field must be greater than zero.
    • If there is no Payment Amount, Adjustment amount, or transfer amount greater than zero, update the Adjustment Qualifier field to NA.

For more information, please see: PR/CO Qualifier Errors.

Tips for success with this method 

  • Remember: payment and adjustment codes update based on the insurance selected.
  • Anywhere you have an adjustment or transfer amount, you can never leave the Adjustment Qualifier field as N/A or the system will reject the payment. 
  • Never put your adjustment and transfer amount on the same line. The Adjustment amount should appear on the line above the Transfer amount. We recommend putting the transfer amount at the end of the adjustment list for that CPT Code.
  • Your Transfer amount must match the amount listed in the Transfer Detail field, and should always list PR 2 - Coinsurance amount as Adjustment Qualifier and Adjustment Code fields. 
  • Never leave the Adjust Qualifier code as N/A on a line that is a transfer or a balance, or the payment will be rejected by the system. 
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