To access the payment posting screen from the home page click:

Payments then select Adjustments, and Unposted Payment Batch.

Then click ADD:


 

In the Batch Edit box, enter an Alias, and Description and click Save. (Alias is an indicator of the payments for users to identify, the user can enter whatever seems appropriate for the Batch, Description can be the same as the Alias)  If the # of entries and batch amount is known, that can be entered on this screen.
 

Click Save to show the batch in the Unposted Payment Batch box. To add payments, click the Green +

Add Payment

1. Click the Green + button and fill in the fields.
2. Make sure that Claim is highlighted blue.
   • MR Admit- Patient MR number (just start typing the number and it will populate different patients, choose the appropriate patient)
   • Claim- Choose the claim the user would like the payment to be posted to.
   • Pmt Plan- See a system representative for information
   • Trans Type- the user would choose the Type of payment (cash/check/Eft/Credit Card)
   • Payment Amount- Amount of the payment to be posted
   • Payment Date- the date that the user is wanting the payment to post in the current month (date that money hit the bank)
   • Payor site- Who the payment was received from (self-pay/insurance payment)
   • Description- enter a description (insurance payment/Patient payment)
   • Check #- Enter the number associated with the payment (eft number/check number)
   • GL Date- the GL date should be set to the same date of the Payment Date above
   • Adj Amount
     • If the user is posting a payment higher than the bucket amount it must be a - in front of the amount for the adjustment
     • If the user is posting a payment lower, then the bucket amount it must be a positive amount for the adjustment
   • Adj Description- This is not a required field
   • Adj Trans Type- The user would choose the adjustment type (admin, Bad Debt, C/A)
     
     
   • If there is a patient and/or adjustment qualifier the user can enter that information prior to saving the payment information.
     • Click Qualifiers.
     • Click Add.
       
       
3. Once the screen populates in the Group/Reason, type the following and click the magnifying glass to search.
   • CO- Contractual Amount
   • PR- Patient responsibility.
4. The user should choose which adjustment codes they would like to add to the claim.
   • Select the code and click Save.
     
     
      
5. Once the screen populates enter the amount of the contractual or the patient responsibility and click Save (clicking save from the qualifiers screen will save the payment information also).
6. The user should continue with posting all the payments for that selected date in the batch.
7. Should the user have to stop posting payments, close the batch by clicking the X at the top right corner of the unposted payment batch box.
   
   

When the user is ready to go back into the batch one would navigate to Payments/Adjustments, Unposted payment batch, when the screen populates the user will see the batch that was already started. To go back into the batch, click Payments and the unposted payment batch box will populate so that more payments can be added.

Defaults

Also, the user may set edit defaults for the batch to make the posting payments process easier. To do the edit default the user should go into the Unposted payment batch and click on Edit defaults, in the edit default box one can set the following fields to populate with every payment.

1. Trans Type- Depending on how each facility was set up, this is where the user would choose the Type of payment (cash/check/Eft/Credit Card)
2. Payment Date- the date that the user is wanting the payment to post in the current month
3. Description- enter a description (insurance payment/Patient payment)
4. Reference #-
5. Check #- Enter the number associated with the payment (eft number/check number)
6. GL Date- the GL date should be set to the same date of the Payment Date above
7. Click Save

The defaults are NOT required, it is simply a tool tip to help with the payment posting process. If the user must close the Unposted Payment Batch the edit defaults will not stay. Every time the user goes into the Unposted Payment Batch it will have to be redone.
 

Post a Payment Batch
 

Once the user has keyed the payments that need to be in the open unposted payment batch the user should post the batch.  For a batch to post, the batch lines and batch amount must match the Actual keyed lines and the Actual amount.  The user must follow these steps to post the payment batch.

1. Click the Pencil beside the batch line. This will open the Batch Edit box.
   
2. Actual Lines and Actual Amount will populate while the user is posting payments, but to post the batch the user must type the same amounts that are in Actual Lines and Actual Amount in the Batch lines and Batch Amount.
   
   
3. Once the user matches the batch lines and batch amount to the actual lines and actual Amount this is what the box should look like.
   
   
4. Click Save.
5. Now the batch will populate a Post Batch tooltip and the user will be able to Post the Batch
   
6. When the user clicks Post Batch, another Box will populate, and the user must click Post Batch in that box for the batch to actual post.
   
   
7. After the User Clicks the Second Post Batch icon the batch will then post and will disappear off the Unposted Payment Batch screen.
   
   [Back to Top]