Payment Posting Quick Actions

Payment Import

The Payment Import quick action is used to import payments as a batch from an external source using comma-delimited (.csv) or text (.txt) data files. This avoids the manual entry of the information from the external source. Contact the Customer Service Center (CSC) for more information on file specifications.

To import payments, follow these steps:

1. Click the Payment Import button. The Import File – Payment window displays.

2. System ID. Click the dropdown and select the system in which to import the file. If the user has the MULTI_SYS security right and is assigned to multiple locations, the Any option will be available.
3. Click Browse. A Choose File to Upload window displays.

4. Navigate to the file, click on it to select it, and then click Open.

5. Click Import. RCM Cloud^® validates the information and:

• A log file and summary report are created in a directory defined in Profile Maintenance, and the user is prompted to view them.

• If there is a fatal error, such as an invalid format for the file, the batch is not created.
• If the payments are processes without error, the batch or batches (if the file had payments for multiple systems) are added to the Self Pay queues.

Payment Import Log

A log file is created and routed to a directory defined in Profile Maintenance when a file is imported. The log displays any specific warnings or errors generated during the import process.

Allow Update of Payment Codes

Payment codes from imported payments can be updated by enabling Global Registry key ALLOW_PAY_CODE_UPDATE. When the registry key is disabled a payment is imported via Payment Entry, the visit number, period, and payment code are locked in the Line Item Modification window.

When the registry key is enabled, the Payment Code field is enabled and can be updated along with the payment amount, check number, etc.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Registry Key	Description
ALLOW_PAY_CODE_UPDATE	Determines whether the payment code for payments can be updated in the Line Item Modification window in Payment Entry.
	Value 1 Description 0 The payment code cannot be updated for payments. 1 The payment code can be updated for payments.

Default Payment Batch Number

RCM Cloud^® can automatically create a payment batch number and display it in the Batch No field in the Payment Batch page of the payment wizard by enabling and setting a value for the Global Registry key NEXT_PAYENTRY_BATCH_NO. The key must have a value that will be assigned as the next batch payment number. The number entered is a starting point, and the value increases automatically as batch payments are added. If no value is entered, the field is blank and requires manual entry.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Key	Description
NEXT_PAYENTRY_BATCH_NO	Determines whether the Batch No field defaults to an automatically generated number in the Payment Batch page in the payment wizard. The Value 1 determines the next batch number created.
	Value 1 Description Number Enter batch number that will be the first assigned. The number will automatically increase as batch payments are added. No Value The Batch No field is blank and requires a manual entry.

Payment Import Registry Key Settings

Multiple registry keys must be configured in order to import payments from comma-delimited (.csv) or text (.txt) data files into Payment Entry. Global Registry key PE_IMPORT_FT determines which format (.csv or .txt) can be imported, and SELF_PAY_IMPORT_DESC provides the description of the batch, which displays on the Payment Entry window.

If PE_IMPORT_FT is set to “Standard,” Payment Entry will only import text files, and it will apply the payment code defined in the System Registry key SELF_PAY_IMPORT_PAY_CD to all line items in the batch.

If PE_IMPORT_FT is set to “Config,” Payment Entry will only import CSV files, and it will use the values defined in Global Registry Values key PE_IMPORT_LAYOUT to determine what information is imported from the file. The values match up with columns in the import file and include information such as create date, method of payment (credit card, self-pay, etc.), card type (for credit cards), payment amount, check/authorization number, and visit number.

When importing a .CSV payment file, if the method of payment is “Credit Card,” RCM Cloud^® will match the Card Type field from the file with the External Pay Code associated with a payment code in Payment Maintenance to determine the payment code to use when posting the payment. For example, if external pay code Visa is associated with payment code 10000, then a payment in the file with a Method of Payment of “Credit Card” and Card Type of “Visa” will be automatically imported with payment code 10000.

Configuration

The configuration includes multiple settings.

Configure the Description and File Format

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Key	Description
SELF_PAY_IMPORT_DESC	Defines the text that displays in the Description field when the payment is imported into Payment Entry.
	Value 1 Description Text Enter the text that will display as the batch description.
PE_IMPORT_FT	Determines the format that will be accepted when importing payment files in Payment Entry.
	Value 1 Description Standard Allows .txt files to be imported and applies the payment code defined in System Registry key SELF_PAY_IMPORT_PAY_CD to all line items in the batch. Config Allows .csv files to be imported and uses values defined in Global Registry Values key PE_IMPORT_LAYOUT to determine what information is imported from the file.

Configure the Standard Payment Code

For this configuration, use the key(s) in System Registry Maintenance with the settings described in the table below.

System Registry Key	Description
SELF_PAY_IMPORT_PAY_CD	Determines the payment code applied to each line item in the batch for a payment file that is imported into Payment Entry if Global Registry key PE_IMPORT_FT is set to Standard.
	Value 1 Description Payment Code Enter the specific payment code to be applied to all of the line item payments in the batch.

 

Configure the Config Payment File

For this configuration, use the key(s) in Global Registry Values Maintenance with the settings described in the table below.

Global Registry Values Key	Description
PE_IMPORT_LAYOUT	Determines the information extracted from a .csv payment file. The Value column determines specific information that is imported from the file. The Sequence identifies the corresponding column in the import file. The key’s default values match a specific vendor file. They may need to be updated.
	Value Data Type Length Seq. Description Create_Date null null 3 Provides the transaction date. Method_of_Payment null null 5 Provides the method of payment. Card_Type null null 6 Provides the credit card type. If the Method_of_Payment is “Credit Card,” this field will be matched with a payment code with a corresponding external payment code to determine which payment code is used to post the payment. Visit null null 13 Provides the visit number. Period_Date null null 14 Provides the billing event date for the payment, which can help determine the billing event that receives the payment. Pay_Amount null null 17 Provides the payment total. Auth_No null null 19 Provides the check/authorization number for the payment.

Set/Update Directory for Import Log File

The log file created during the import process in Payment Posting can be routed to a specific directory. The default directory can be configured in the P/A tab in Profile Maintenance. Enter the directory path into the Posting Directory field and click OK, and RCM Cloud^® will validate the path.

This is the same directory where electronic versions of journals are posted from various Patient Accounting applications.

Configuration

For this configuration, use the P/A tab in Profile Maintenance with the settings described in the table below.

Application	Option	Description
Profile Maintenance P/A Tab	Posting Directory field	Determines the default directory where import log files are routed.
		Option Description Posting Directoryfield Enter a valid directory path for the log files. Ensure the path includes a single backslash (\) at the end, or the system will not be able to find the folder.