Payment Batch is an optional solution for practices to be able to combine posted payments (insurance and patient) into batches in order to aid with balancing.
In the billing portal, there is a category for Payment Posting. Within that category is found the Payment Batches screen. Users will use this screen to view open payment batches, create new payment batches, and search for payment batches.
Setup Information
There are a couple company settings that will affect exactly how Payment Batches work in your database. You can find an explanation on these settings in the Payment Batch Setup documentation. As a practice, you will be responsible for updating these settings to meet your business rules.
The Payment Batches screen can be found in the Billing portal under the Payment Posting category on the navigation bar. This screen by default will display all batches that are currently open. In addition the screen allows you to perform a variety of other tasks including searching for batches, creating a new batch, work and existing batch, and reporting.
Fields
- Batch ID: The system auto assigned ID for the payment batch.
- Status: The current status of the payment batch (New, Completed, and Removed).
- Batch Date: The date entered by the user for the payment batch.
- Description: The user note for the payment batch.
- Total Amount: The total dollar amount entered by the user for the payment batch.
- Item Count: The numbers of payments entered by the user for the payment batch.
- Items Posted: The number of payments tied to the payment batch.
- Total Posted: The total dollar amount of payments tied to the payment batch.
- Total Applied: The total dollar amount of payments that have been applied to a claim from the payments in the payment batch.
Advanced Search
The Advanced Search feature allows for the most specific type of searches. By clicking the Advanced Search button, a panel with search criteria will be displayed on the left-hand side of the screen. Select the criteria that is pertinent, then click the Search button on the panel.
Buttons at the top of screen
- New:
- The New button will allow you to create a new payment batch.
- The New button will allow you to create a new payment batch.
- Open button:
- The Open button will open the Payment Batch Details screen in a pop-up window for the selected Payment Batch in the Results Grid.
- The Open button will open the Payment Batch Details screen in a pop-up window for the selected Payment Batch in the Results Grid.
- More > Change Display Settings:
- The Change Display settings option allows a user to determine exactly which data points are displayed in the Results Grid. You can also determine the Maximum number of rows that are returned.
- The Change Display settings option allows a user to determine exactly which data points are displayed in the Results Grid. You can also determine the Maximum number of rows that are returned.
Gear Icon
The ‘Gear’ icon found in the upper right-hand corner provides access to some basic settings and options like print/export.
- Security: This option will open the ‘Role Setup’ screen which is where you can determine who has access to the window.
- Screen: This option is not used here.
- Company: This option is not used here.
- User: This option is not used here.
- Setup: This option is not used here.
- Print: This option will allow you to print the Results List or export the Results List to Microsoft Excel. You will be prompted to select the pertinent action.
- Audit: Payment Batch auditing is not supported from this window.
- Refresh: This option will refresh the window.
- Close: This option is not used here.
The Payment Batch Details screen can be accessed by double clicking on a batch from the Payment Batch screen. This screen can be used to review, edit, and complete the payment batch.
Fields
Batch Details
This section will provide details on the payment batch you have opened.
- Batch Date: The date entered by the user for the batch.
- Status: The current status of the payment batch.
- New: The payment batch has been created but not completed yet.
- Completed: The payment batch has been marked as complete and it is now locked.
- Removed: The payment batch has been removed and is not tied to any payments.
- ID: The system auto assigned ID for the payment batch.
- Assigned To: The user assigned to the payment batch.
- Total: The total dollar amount entered by the user for the payment batch.
- Total Posted: The total dollar amount of payments tied to the payment batch.
- Total Applied: The total dollar amount of payments that have been applied to a claim from the payments in the payment batch.
- Completed By: The user who completed the payment batch.
- Items: The numbers of payments entered by the user for the payment batch.
- Items Posted: The number of payments tied to the payment batch.
- Items Applied: The number of payments that have been applied to claims from the payments in the payment batch.
- Created By: The user and date of creation for the payment batch.
- Notes: The user note for the payment batch.
- Detail Actions:
- Complete: Allows the user to complete the payment batch.
- Re-open: Allows a user with the appropriate permission to reopen a batch.
- Re-assign: Allows a user with the appropriate permission to assign the payment batch to themselves.
- Remove: Allows the user to remove the batch.
- Report: Provides a report of the payment batch which can be saved as a pdf, printed, or exported.
Deposit Details
This section will display details on the deposits linked to your payment batch. You can use the actions in this section to add, remove the deposit from the payment batch or create a new deposit that will be auto linked to the batch.
- ID: The deposit system assigned ID.
- Payer Name: The name of the payee of the deposit.
- Sys ID: The system ID of the payee.
- Payment Method: The method of payment utilized for the deposit.
- Check/Trace Number: The check or EFT trace number of the deposit.
- Amount: Dollar amount of the deposit.
- Applied: Dollar amount of the deposit that has been applied to claim(s).
- Unapplied: Dollar amount of the deposit that has not yet been applied to claim(s).
- Date: Deposit date.
- Deposit Actions:
- New: Allows the user to create a new deposit that will be auto linked to the current payment batch.
- Add: Allows the user to search for an existing deposit to add to the payment batch.
- Remove: Allows the user to remove the checked deposit(s) from the payment batch.
Receipt Details
This section will display details on the receipts linked to your payment batch. You can use the actions in this section to add, or remove the receipt from the payment batch.
- ID: The receipt system assigned ID.
- Patient Name: The name of the patient.
- Chart: The patient chart number.
- Payment Method: The method of payment utilized for the receipt.
- Check/Trace Number: The check or transaction number of the receipt.
- Amount: Dollar amount of the receipt.
- Applied: Dollar amount of the receipt that has been applied to claim(s).
- Unapplied: Dollar amount of the receipt that has not yet been applied to claim(s).
- Date: Receipt date.
- Receipts Actions:
- Add: Allows the user to search for an existing receipt to add to the payment batch.
- Remove: Allows the user to remove the checked receipt(s) from the payment batch.
