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Entering an Insurance Payment from Bulk Payments

Version 14.19
Path: Billing tab > Bulk Payments

Overview

Posting Bulk Payments allows you to enter an entire EOB in one place, without having to navigate to each patient's chart. 

Bulk Payments 

  1. Navigate to the Add Payments and Adjustments window using the path above.
  2. Search for a Patient listed on the EOB or enter a # in the Quick Pick Claim # field. The patient's name is displayed at the top of the window and the patient's insurance details are displayed in the upper right section of the window.
  3. Enter/select  the following information:
  • Date - Select a date. Defaults to the current date the payment is being posted. 
  • Pay method - Select the method of payment, such as EFT, Credit Card, etc. from the drop-down menu.
  • Check/Ref# - Payment identification or reference number used to balance your payments at the end of the day.
  • M - Memorizes the check number that is entered. Posting payments through Bulk Payments retains the check number. It is not necessary to use this button between payments.
  • Ck - reuses the last memorized check number.
  • Memo (optional) - used to identify a specific remark on an EOB. This Memo field is displayed on the patient's individual claim in which you are posting payment to. It is displayed on an correspondence sent to the patient.
  • Amount - Populates as you add Payments into the Payment fields.
  • Claim note - Can be used to view a claim note on the claim that you are ready to post against or to create a new note for the claim. If you would like to create a follow up task for the claim, click  the Task button
  1. Enter the EOB information in the Adjudication Details section of the window including: the Payment Amount, Allowed Amount, Patient Responsibility, Insurance Adjustments, and Adjustment Reasons. Note that the claims are grouped together by OP claim number with the charges are displayed below the claim. Use the plus sign or minus sign located to the left of the claim number to expand or compress claims you are not working on.

  • If a contract has been set up in OP, and the amount in the Allowable field matches the EOB allowed amount, click the Green checkmark button to the left of the Allowed Amount field. Once you have clicked the Green checkmark button, the Payment Amount field populates with the appropriate insurance write off.

  • If there is not an amount pre-populated in the Allowable field (or the amount differs from what populates), enter an amount in the Allowed Amount field from your payer and press the Enter key.
  • If the insurance has determined a total charge amount to be the patient's responsibility, click the Patient Responsibility button.

  • OP calculates the Adjustment amount based on the amounts in the Allowable and Pat Resp fields. 
  • Select the an option from the Patient Adjust Reason for the patient being assessed a responsibility. 
  • Select an option from the Patient Action drop-down menu to determine how to handle the patient responsibility. he Patient Action options are as follows:
  • Hold on Account: This is the default. The balance is held until statements are generated.
  • Create Statement: A statement is automatically sent to the Statement Queue.
  • Autopay with PC: The balance is automatically paid with the patient credit.
  • Autopay with PC + CC (Instamed Merchant Services Only): The balance is paid with a combination of patient credit and the credit card saved on file. This option is only visible if a credit card is saved on file.
  • Autopay with CC (Instamed Merchant Services Only): The balance is paid with the credit card saved on file. This option is only visible if a credit card is saved on file.
  1. Once you have all of your adjudication details posted, click the Save + New button to post the next payment on the EOB. Or, click the Save + Close button if you are done posting your EOB. If you click the Save + New button, OP defaults your cursor to the Quick Pick Claim # field for the next OP claim number on the EOB.
Version 14.10
Path: Activities menu > Post Bulk Payments

Overview

When you are ready to proceed with EOB posting, from a paper EOB, please follow the steps below.

Bulk Payments Center


Keyboard Shortcut
You may also use the Shift+F12 keys on your keyboard to access the Patient's Account.
  1. Search for the Patient .
  2. Or Search the OP Quick Pick Claim# field (if available on the paper remittance) .
  3. When posting EOBs, work your way from the top of the screen down to the bottom.
    
  • Date - Select a date. Defaults to the current date the payment is being posted. 
  • Pay method - Select the method of payment, such as EFT, Credit Card, etc. from the drop-down menu.
  • Check/Ref# - Payment identification or reference number used to balance your payments at the end of the day.
  • M - Memorizes the check number that is entered. Posting payments through Bulk Payments retains the check number. It is not necessary to use this button between payments.
  • Ck - reuses the last memorized check number.
  • Memo (optional) - used to identify a specific remark on an EOB. This Memo Field is displayed on the patient's individual claim in which you are posting payment to. It is displayed on an correspondence sent to the patient.
  • Amount - Populates as you add Payments into the Payment fields.
Note: Some insurance payers have issued credit card payments to providers, if this is a situation for your office, select Credit Card from the Pay method drop-down menu and input the details on the right side of the screen.
  • To the far right of your screen, there are insurance details from the patient's insurance record(s).
  • If you are posting a payment and there is a patient responsibility as you are posting, you can create a statement for the patient after your save your insurance payment. You can select a statement type. You may select a statement to print of any outstanding Insurance and Patient responsibility, or Patient responsibility only.
  • There is a Note field to view a claim note on the claim that you are ready to post against.
  • To create a follow up task for the billing office to follow up on a claim at a later date, click on the Task buttonThe Task button can be used to create claim follow up reminders for today or a future date.
  1. The bottom half of the screen is used to post insurance payments from the Adjudication Details fields.

  1. Looking at the payment grid, the lines are double stacked. Note: Claims are grouped together by OP claim number, then charges are displayed below the claim. Click the Plus Sign or Minus Sign  to hide or show claims you are not working on.

  1. As you begin to post your payments into Office Practicum, record the Payment Amount, Allowed Amount, Patient Responsibility, and Insurance Adjustments in the Adjudication Details section.

  1. Working off of your Explanation of Benefits, enter the Allowed Amount in the Allows field from the insurance. If a contract has been set up in OP, and the Allowed amount matches the EOB allowed amount, click the Green checkmark to the left of the allowed amount field. 

The Payment Amount field populates with the appropriate insurance write off.

  1. If there is not an allowed amount pre-populated in the Allowed Amount field (or the amount differs from what populates), enter the Amount from your payer and press Enter on your keyboard.

  1. Select the Patient checkbox if the insurance has determined a total charge amount to be the patient's responsibility.

  1. OP calculates the Adjustment amount based on the amount in the Allows field and the amount in the patient responsibility field. In the example below, the $10 copay has been entered and noted as a co-payment. Select the appropriate Patient Adjust Reason from the drop-down menu.

  1. Next, select a Patient Action from the drop-down menu. If no reason is selected, a default of Hold on Account is understood and the balance remains until statements are generated. 

  • The Patient Action options are as follows:
  • Hold on Account: Balance is held until statements are generated.
  • Create a Statement: A statement is automatically sent to the Statement Queue.
  • Autopay with PC: The balance is automatically paid with the patient credit.
  • Autopay with PC + CC (Instamed Merchant Services Only): The balance is paid with a combination of patient credit and the credit card saved on file (only visible if a credit card is saved on file).
  • Autopay with CC (Instamed Merchant Services Only): The balance is paid with the credit card saved on file (only visible if a credit card is saved on file).
  1. Once you have all of your adjudication details posted, click the Save + Close button if you are done posting your EOB. If there are more payments to post for this EOB, click the Save + New button. If using Save and New, OP automatically defaults your cursor to the Quick Pick Claim # field for the next OP claim number on the EOB.