Payment Posting Work Queues

The Payment Posting workspace includes a variety of standard work queues designed to update or create insurance or patient payments.

Payment Posting’s base set of work queues includes:

• Insurance Payments All – Displays all insurance payment (remit) batches.
• Insurance Payments Current User – Displays insurance payment (remit) batches created by the current user.
• Self Pay Payment All – Displays all patient payment batches.
• Self Pay Payment Current User – Displays patient payment batches created by the current user.

Add Patient Payment Batch

A payment batch can be added from the Payment Posting workspace using the payment wizard, which guides the user through entering batch and line item information.

To add a batch, follow these steps:

1. Click the New Batch button. The New Batch page of the payment batch wizard displays.

2. Click the Patient Payment option then click Next. The Remittance Advice Batch page displays.

3. Batch No – Enter the batch number. This may default to a number based on configuration.
4. Desc – Enter a description for the payment.
5. System ID – The dropdown defaults to the user’s primary system. If the user has access to multiple systems, click the dropdown and select the system. The user must have access to all enabled locations associated with a system in order for that system to display in the menu.
6. Batch Date – Enter the effective date for the payment.
7. Deposit Date – Enter the date a payment was deposited with the bank, if needed.
8. Batch Total – Enter the total for all payment line items that will be included in the batch.

9. Click Next. The Payment Line Item page displays with the batch number, description, dates, and batch totals displayed at the top of the page.

10. Patient – Begin to enter the patient’s name and click a suggested name to select it. The remaining fields are enabled.
11. Period – The dropdown defaults to the selected billing event. It is enabled if more than one billing period is associated with the visit. Click the dropdown and select a billing period, if needed.
12. Pay Code – Enter a payment code in the first field or a payment description in the autocomplete field (clicking a suggested description to select it).
13. Current Bal – Displays the balance on the account and updates when the payment amount is entered.
14. Relationship – Click the dropdown and select a patient’s relative/contact to be associated with the payment. This ensures that refunds are made to the appropriate payer. The dropdown lists all relatives/contacts associated with the patient, and the payer selected here displays in the Payee dropdown in Mark for Refund.
15. Check No – Enter a check number, if the payment is by check.
16. Payment Amt – Enter the amount of the payment in dollars. The Current Balance field updates.
17. Comments – Enter any comments regarding the payment.

18. Click Next. The batch is saved and selected in the appropriate work queue.

Add Line Item to Existing Batch

A line item can be added to an existing patient payment batch. To add a line item, follow these steps:

1. Click on a batch in the work queue to select it.
2. Click the New Line Item button. The Payment Line Item page displays with the batch information displayed at the top of the page.
3. Complete the required payment information.
4. Click Save.

Update Batch Information

Batch information batch can be updated. To update batch information, follow these steps:

1. Click on a batch in the work queue to select it.
2. Click the batch update button . The Payment Batch window displays.

3. Update Description, Deposit Date, or Batch Total. To update the Pay Date, click the Change Date box.
4. Click Save.

Update Line Item Information

A line item in a payment batch can be updated. To update a payment, follow these steps:

1. Click on a batch in the work queue to select it.
2. Click on a line item to select it. The Line Item Detail tab displays the selected line item information.
3. Update any information in the Line Item Detail tab.
4. Click Save.

Add Insurance Payment Batch

A payment batch can be added from the Payment Posting workspace using the payment wizard, which guides the user through entering batch and line item information.

To add a batch, follow these steps:

1. Click the New Batch button. The New Batch page of the payment batch wizard displays. If the user is in an insurance payment work queue, the Insurance Payment option is selected by default.

2. Click the Insurance Payment option then click Next. The Remittance Advice Batch page displays.

3. Remit No – Enter the remit batch number. This may default to a number based on configuration.
4. Desc – Enter a description for the payment.
5. System ID – The dropdown defaults to the user’s primary system. If the user has access to multiple systems, click the dropdown and select the system. The user must have access to all enabled locations associated with a system in order for that system to display in the menu.
6. Remit Date – Enter the effective date for the payment.
7. Deposit Date – Enter the date a payment was deposited with the bank, if needed.
8. Batch Total – Enter the total for all payment line items that will be included in the batch.

9. Click Next. The Remittance Advice Line Item page displays with the batch information displayed at the top of the page.

10. Visit – Enter the visit number in the first field or enter all or part of the last or first name in the second field. An autocomplete list with all names matching the entered letters displays (after two letters are entered). Click on a name to select it. The visit number and name fields are automatically populated with the selected visit information. The period, primary insurance and possibly pay and adjustment codes display, and the remaining fields are enabled.
11. Period – The dropdown defaults to the selected billing event. It is enabled if more than one billing period is associated with the visit. Click the dropdown and select a billing period, if needed.
12. Pay Code – Enter a payment code in the first field or a payment description in the autocomplete field (clicking a suggested description to select it).
13. Ins – Click the dropdown and select a different insurance, if the visit has multiple insurances.
14. Adj Code – Enter an adjustment code in the first field or an adjustment description in the autocomplete field (clicking a suggested description to select it).
15. Check No – Enter a check number, if the payment is by check.
16. Total – Displays the total charges on the billing event.
17. Deductible – Enter the amount of the deductible in dollars. The Balance field updates with the current balance.
18. Co-Insurance – Enter the amount of the coinsurance payment in dollars. The Balance field updates with the current balance.
19. Patient Liability – Enter the amount of patient liability in dollars. The Balance field updates with the current balance.
20. Payment – Enter the payment amount in dollars. The Balance field updates with the current balance.
21. Adjustment – Enter the adjustment amount in dollars. The Balance field updates with the current balance.
22. Balance – Displays the balance on the account and updates when the payment amount is entered.
23. Comments – Enter any free-form text comments regarding the payment.

24. Click Next. The batch is saved and selected in the appropriate work queue.

Add Line Item to Existing Batch

A line item can be added to an existing insurance payment batch. To add a line item, follow these steps:

1. Click on a batch in the work queue to select it.
2. Click the New Line Item button. The Remittance Advice Line Item page displays with the batch information displayed at the top of the page.
3. Complete the required payment information.
4. Click Save.

Update Batch Information

Batch information can be updated. To update batch information, follow these steps:

1. Click on the edit icon  to select the batch.

The Remit Advice Batch window displays.

2. Update the description, remit date, deposit date, or batch total.
3. Change Date. Check to enabled the Remit Date field for editing.
4. Click Save.

Update Line Item Information

Line item information can be updated. To update line item information, follow these steps:

1. Click on the batch in the work queue to select it.
2. Click on the line item in the line item list to select it. The tabs are enabled.

3. Update the information on the Line Item Detail, Insurance, or Remit Detail tabs.
4. Click Save.

Release/Delete Payments

A payment batch or multiple batches can be released or deleted from the work queue lists. For self pay payment batches, individual line item payments can also be released. The work queue must be configured for multi-select in order to release or delete multiple batches in one action.

Release Batch

To release a batch, follow these steps:

1. Click the checkbox to select the payment batch.

2. Right+click on the batch. The Release/Delete menu displays.

3. Select Release. A successful release message displays, and the payment is posted.

4. Click OK to continue.

Release Multiple Batches

To release multiple batches, follow these steps:

1. Click the checkboxes to select the payment batches.

2. Right+click on the queue. The Release/Delete menu displays.

3. Select Release. A successful release message displays, and the payment is posted.

Release Line Items

For a self pay payment batch, individual line items can be released. To release an individual line item, follow these steps:

1. Click on a batch to select it and load the line item payment list.

2. Right+click on the line item. The Release/Delete menu displays.

3. Select Release. The payment is released, a receipt report displays (if configured), and the line item has an asterisk in the Release? column.

Delete a Batch or Batches

To delete a batch or batches, follow these steps:

1. Click the checkbox or checkboxes to select the payment batch or batches.

2. Right+click on the queue. The Release/Delete menu displays.

3. Select Delete. The line item is deleted.

Delete Line Items

To Delete an individual line item, follow these steps:

1. Click on a batch to select it and load the line item payment list.

2. Right+click on the line item. The Release/Delete menu displays.

3. Select Delete. The payment is released, a receipt report displays (if configured), and the line item has an asterisk in the Release? column.