Post Insurance Payments

Apply Payment Only allows you to apply an insurance payment to a single patient’s account. To apply a full insurance payment that includes adjustment(s) and remark/reason code(s), please use the Apply as EOB option.

Please be aware that Insurance adjustments and reason codes cannot be applied. 


Who can use this feature?

Users with the Insurance Payment permission. 


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Apply Payment as EOB

Applying an insurance payment as an EOB includes associating adjustment(s) and reason code(s). 

  1. Select Payment > Post.

  2. Fill in the option for Insurance Payment.

  3. Click on the  icon next to Payment By to search for the insurance payer you received the payment from. Or click on the  icon to “Find by Claim” 

  4. Enter the check information (e.g., Payment Amount, Received/Check Date, Check/EFT#, Other Ref#, and Source), and then click the Apply as EOB button.

    If In-application Credit Card Processing feature is enabled, complete one of the following options:

    • Option 1: Place your cursor in the “Card #” box and swipe the payer’s credit card reader.

    • Option 2: Manually enter the credit card number followed by the expiration date.

    You will not see a confirmation if the transaction is successful. The system will alert you if the transaction fails or you attempt to make a credit card payment without entering the complete card information. 

  5. In the Payment window, choose any of the of the options below to Add payments for:

    1. Claim: Search for any other claim you would like to associate with this EOB.

    2. Account Debit: This will search for debits.

    3. Claims at <PAYER NAME>: This will search for claims that are currently at the payer the EOB is associated with.  

  6. Click on the Payment Line to open the detailed payment information for the selected claim.

    1. Use the Action drop-down menu to select an action for this payment.

      1. Processed: Marks the payment as processed.  

      2. Processed and Forwarded: Marks the payment as  processed. Also notes that the remaining balance should be forwarded to a Secondary or Tertiary Payer.  

      3. Denied: Marks the payment as denied.

      4. Refund / Reversal: Marks the payment as a refund, typically used if the payer requests any payments back.

    2. Use the TCN drop-down menu to select the submission to a payer.

      This controls which payer any Remark, Adjustment Reason or Unpaid Reason codes are from. If no TCN is found, you will be unable to add remittance information such as Remark, Adjustment, and Unpaid Reason codes.

    3. Use the Claim Status drop-down menu to set the status for any claims associated with this payment.

    4. Enter the Allowed, Paid, Adjusted amounts based on your EOB.

    5. Enter any Remark, Adjustment Reason, and Unpaid Reason codes based on your EOB.

      Reference our Remittance Codes Actions Help Article for steps on how to automate process based on the code used.

  7. Click Done.

  8. Click the Save Payment button


Manually Apply an Insurance Payment

Selecting this option will allow you to automatically distribute the payment towards charges that have a balance set to "Due Insurance" or "Due Patient".

  1. Select Payment > Post.

  2. Fill in the option for Insurance Payment.

  3. Click on the  icon next to Payment By to search for the insurance payer you received the payment from. Or click on the  icon to “Find by Claim” 

    You can search Name, DOB, Account #, Member ID, Claim ID, or TCN # to “Find by Claim.”

  1. Enter the check information (e.g., Payment Amount, Received/Check Date, Check/EFT#, Other Ref#, and Source).

  2. Click the Apply Payment Only button and select OK to acknowledge the message displayed.

  3. Select Apply Manually and search for the claim you wish to apply the payment towards.

  4. Apply the Payment:

    1. Option A: Locate the charge(s) you want to enter the payment for and enter the amount under the Apply Payment column.

      1. If you're applying the payment towards a debit, be sure to click on the Filter Charges button and place a check in the Show debits checkbox, then select the Retrieve Charges button.

    2. Option B: Click on the Apply Remaining link to apply the payment automatically using one of the following options below:

      1. Apply charges to DUE PATIENT starting with the oldest: This option will apply the payment to the oldest charges that are set to “Due Patient”.

      2. Apply charges to DUE INSURANCE starting with the oldest: This option will apply the payment to the oldest charges that are set to “Due Insurance”.

      3. Apply to all open charges: This option will apply the payment to charges that have balances starting with the oldest charge that is set to "Due Patient" then the oldest charge set to "Due Insurance".

  1. Optional: Apply any additional actions (e.g., apply discount, apply credit adjustment, apply debit adjustments, apply account credit, add info line).

  2. Click the Save Payment button.

Automatically Apply an Insurance Payment

Selecting this option will allow you to automatically distribute the payment towards charges that have a balance set to "Due Insurance" or "Due Patient".

  1. Select Payment > Post.

  2. Fill in the option for Insurance Payment.

  3. Click on the  icon next to Payment By to search for the insurance payer you received the payment from. Or click on the  icon to “Find by Claim” 

  4. Note: You can search Name, DOB, Account #, Member ID, Claim ID, or TCN # to “Find by Claim.”

  1. Enter the check information (e.g., Payment Amount, Received/Check Date, Check/EFT#, Other Ref#, and Source).

  2. Click the Apply Payment Only button and select OK after reading the warning message displayed.

  3. Select Apply Automatically and when the drop-down menu is displayed, select one of the following options:

    • Apply charges to DUE INSURANCE starting with the oldest: Selecting this option will apply the payment to the oldest charges that are set to “Due Insurance.”.

    • Apply charges to DUE PATIENT starting with the oldest: Selecting this option will apply the payment to the oldest charges that are set to “Due Patient.”

      Place a check in the  “Show a preview” checkbox to see a preview of how your payment will be applied.

  1. Search for the patient you wish to apply the payment towards.

  2. Optional: Apply any additional actions (e.g., apply discount, apply credit adjustment, apply debit adjustments, apply account credit, add info line).

  3. Click the Save Payment button.


Apply an Insurance Payment as a Credit

  1. Select Payment > Post.

  2. Fill in the option for Insurance Payment.

  3. Click the icon next to Payment By to search for the insurance payer you received the payment from. Or click on the  icon to “Find by Claim” 

    You can search Name, DOB, Account #, Member ID, Claim ID, or TCN # to “Find by Claim.”

  1. Enter the check information (e.g., Payment Amount, Received/Check Date, Check/EFT#, Other Ref#, and Source).

  2. Click the Apply Payment Only button, and select OK after reading the warning message displayed.

  3. Select Credit Account (Apply Later) and search for the patient you wish to apply the credit towards.

  4. Review the Account Credit Information message displayed and make any necessary adjustments (e.g., Due To, Memo, Provider, Office).

  5. Click Save .