Posting Payments: Apply Payments Tab

This tab allows you to select filters to be used to fill the bottom grid with charges having an open balance and an insurance bill date.

1. Search- Search for the claim that will be paid.
   
    
   • Search By- Select how to search for the claim
   • Patient- Search for the claim by patient name
   • Insurance- Search for the claim by insurance
   • Claim ID- Search for the claim by claim ID
   • Payer Group- Search for the claim by payer group
   • Sort By: Patient Name- Sort for Patient Name in ascending or descending order
   • DOS Range- Enter the date of service range for the claim.
2. Trans. Date- Defaults to the current date
3. Show Subtotals- Show subtotals for the claim
4. Total Balance- Displays the balance of all charges that fill after the search
5. Payment Info- Enter the payment info.
   
    
   • Patient/Insurance/Claim ID/Payer Group- Auto-fills with the name assoc. with the search results
     • Will be Patient/Insurance/Claim ID/Payer Group based on the filter selected in “Search By”
   • Payer- Select the payer, can be insurance or RP.
   • Prev Trans- Can be used to pre-fill information from a previously posted transaction as long as an open balance remains, highlighted in green if there is a Prev Trans
   • Amount- Enter the total that will be paid.
6. Prev Used- Displays amount paid off in the previous transaction
   
    
   • Amount Remaining- Displays the amount still owed, decreases as payments are applied
   • Refunds- Displays refunds received
   • Reference #- Enter a reference number if desired, can be a check number, DOS, etc
   • Deposit Date- Select a deposit date
   • Method- Select the method of payment (Cash, Check, or Credit.)
   • Credit Card- If method of payment is “Credit”, enter the credit card company.
7. Filter By: Patient Name and/or Claim ID- When searching by Insurance or Payer Groups, use this filter to only view a specific patient and/or claim ID
   
    
8. Procedure View- Bottom grid fills upon the selection of filters. This grid allows you to post payments. Below are the available columns if from left to right. You may need to scroll to see some of these columns.
   
    
   • Patient- Displays patient’s name, only viewable if searching by Insurance, Claim ID, or Payer Group
   • Claim ID- Displays the Claim ID
   • Date of Service- Displays the Date of Service
   • Procedure- Displays the Procedure
   • Gross Visit Charge- Displays the Gross Visit Charge
   • Visit Copay- Displays a Visit Copay
   • Patient Paid- Displays any amount the patient has already paid off
   • Patient Write Off- Displays any write off the patient has already paid off
   • Insurance Paid- Displays any amount the insurance has already paid off
   • Insurance Write Off- Displays any write off the insurance has already paid off
   • Amount Due- Displays the remaining amount due
   • Apply- Click to post total payment due
     • If a different amount needs to be posted, enter amount in “Payment” before clicking apply.
   • Payment- Enter the amount being paid, will auto-fill after “Apply” is clicked unless entering amount in here before clicking “Apply”
   • Payment Reason Code- Enter a payment reason code
   • Pick Code- Select to pick a payment reason code from the list that appears
   • First Writeoff- Enter a write-off amount
   • First Writeoff Reason Code- Enter a write-off reason code
   • Pick Code- Select to pick a write-off reason code from the list that appears
   • Add Extra Writeoffs- Select to add any additional writeoffs that might be necessary
   • New Balance- Displays the new balance after the payment has been made
   • Deductible- Enter any deductible
   • Copay- Enter any copay
   • Current Billed Insurance- Displays the current billed insurance
   • Current Billed Date- Displays the current billed date
   • Override Coinsurance- Select to override the coinsurance
   • Coinsurance- Enter a coinsurance amount
   • Total Coinsurance- Displays total coinsurance amount
   • Next Insurance- Select the next insurance to bill
   • Bill Next Insurance- Select to bill the next insurance
   • Claim Reference #- Displays the Claim Reference Number / Transaction Control Number / EOB (pulled from the paper remittance).
9. Process- Click process to post the payment that has been entered in the bottom grid
   
    
   • If a balance remains on the check you will be notified after clicking Process.
   • You can either go through the claims to see if you missed one, or leave it for another session.
   • Clicking “Yes” will process the selected payments, the screen will clear and a message displayed that the data was saved.
   • If a balance remains on the claim and the patient has a second insurance, select “Bill Next Insurance” to bill the remainder to either a secondary or the RP.
   • Enter the claim reference number as indicated on the remittance.
   • Click process to post the payments.
10. Refresh- Resets all payment info to the screen following the search results
    
     
    • Screen after search results
    • Enter fields
    • Hit “Refresh”
    • Screen after “Refresh”
11. Clear- Select to clear all entered fields, including search results.

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