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:
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.
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.
For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.
Registry Key | Description | |||||
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ALLOW_PAY_CODE_UPDATE | Determines whether the payment code for payments can be updated in the Line Item Modification window in Payment Entry. | |||||
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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.
For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.
Global Registry Key | Description | |||||
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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. | |||||
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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.
The configuration includes multiple settings.
For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.
Global Registry Key | Description | |||||
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SELF_PAY_IMPORT_DESC
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Defines the text that displays in the Description field when the payment is imported into Payment Entry. | |||||
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PE_IMPORT_FT
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Determines the format that will be accepted when importing payment files in Payment Entry. | |||||
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For this configuration, use the key(s) in System Registry Maintenance with the settings described in the table below.
System Registry Key | Description | |||
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SELF_PAY_IMPORT_PAY_CD
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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. | |||
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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 | |||||||||||||||||||||||||||||||||||||||
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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. | |||||||||||||||||||||||||||||||||||||||
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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.
For this configuration, use the P/A tab in Profile Maintenance with the settings described in the table below.
Application | Option | Description | ||
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Profile Maintenance P/A Tab | Posting Directory field | Determines the default directory where import log files are routed. | ||
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