Payment Posting FAQs

Will the patient account number be on the 835/ERA?

Yes, anything that bills out of WebPT Billing will have the patient's account number attached. The account number comes after the three digits that make up your company code (i.e., ZZX). Tip: When you’re first starting out, this is actually one of the best ways to know if the payment belongs in your old system or WebPT Billing. If the patient account number doesn’t start with your WebPT Billing company code, it belongs to your old system.

Can I auto-post a mixed 835/ERA?

Yes. You can auto-post EOBs that contain payments for services that are in your old system and in WebPT Billing. This is actually the easiest way to handle mixed ERAs. Payments meant for your old system will generate a Patient Not Found error while WebPT Billing payments will post automatically.

If transferring to a secondary payer, how do we print the claim? 

You don’t need to. When you transfer the charge to a secondary payer electronically, it happens automatically overnight. If the secondary needs to go to paper, we handle the printing and mailing process for you. In the beginning, we may not have access to the original ERA. In those instances, we’ll request the file from you and send out the secondary claim once we receive the original EOB. 

What if an insurance pays interest? 

If the insurance pays interest and it’s on an 835/ERA, it will post and balance automatically--you won’t even notice it. If the interest appears on a paper claim, there are a few ways you can handle this depending on whether the interest is allocated to a specific charge or not.

What if a claim is denied?

Any 835/ERA that comes into WebPT Billing with a denial will automatically load on the Zero Pay report found here: Payments > Open Zero Payments. The denials will appear in your Release ERA page but will be worked from this report. We’ve purposely ensured denials are worked on a different page to create separate worklists.

Do I need to add the Payer Rules every time I auto-post? 

No, payer rules only need to be added the first time that a Payer ID flows into your account. It is a one-time setup step per payer. The only caveat is if the payer changes their ID, then you’ll need to complete the Add Payer Rules step. Click here for more information about setting up your Payer Rules. 

What is required for an ERA to post in WebPT Billing?

In order for an ERA to auto-post via the Release ERA page, it must meet the following criteria. 

The claim must have:

  1. A WebPT Billing account number: If not listed on the 835, it will hit the error report. This typically occurs with payments that belong in your other system (during your transition period).
  2. A Date of Service that is present in WebPT Billing.
  3. CPT Codes have to match and exist in WebPT Billing.
  4. A payment tied to a specific CPT code.
  5. Paid units that match the billed units.

Note: The claim cannot contain an excluded code like a denial. These will be listed on this report but not worked here. 

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