Version 20.13

Path: Billing tab > Bulk Payments

About

Posting Bulk Payments allows you to enter an entire EOB in one place, without having to navigate to each patient's chart. The main section of the Bulk Payments window is the Add Payments and Adjustments window, so the general steps to follow are the same as when posting a payment in the Patient 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. Complete the following fields located at the top of the window:

• Date: Defaults to the current date the payment is being posted; change if necessary. 
• Pay method: Method the payer used to remit the payment. Select the method from the drop-down menu.
• Check/Ref#: Check number or remit reference number that will be used to balance the payments posted to the remit or EOB.
  • M: Memorizes the check number and payment method that is entered.
  • Ck: Reuses the last memorized check number and payment method.
• (Optional) Memo: Used to identify a specific remark on an EOB. Memos are displayed on the patient's individual claim in which you are posting payment, but they are not displayed on any correspondence sent to the patient.
• Amount: Populates as amounts are entered into the payment fields. It is not necessary to manually add a dollar amount here.

1. Complete the following fields in the Adjudication Details section of the window starting with the first claim line for the claim number you're posting to. Completing these two fields calculates the Payment and Adjustment fields.

• Allowable Amount: This is the Allowed amount on the payer's EOB. This field is pre-populated with either the full charge amount or the allowable amount entered into an Insurance Contract for the payer, if applicable. Click into the field and change the amount to match the EOB.

• Patient Responsibility: This is the amount the patient is responsible for paying. If there is already an amount in this field, it was likely entered during charge posting. If this is the case, confirm the amount matches what is on the EOB, or click in the field to change it to match the EOB.

1. Confirm the calculated Payment and Insurance Adjustment amounts match what is on the EOB.
2. Confirm the Adjust Reason (Insurance Adjustment Reason) and Patient Adjust Reason fields match the reasons on the EOB.

1. Confirm or select the Patient Action from the drop-down menu to determine how to handle the patient responsibility. If no reason is selected, Hold on Account is selected by default and the balance remains until statements are generated. The Patient Action options are:

• Hold on Account: Default selection where the balance will be 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's credit.

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 20.12

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.