The Deposit window has three main purposes:

1. New Deposits: This is where you will create new deposits, whether you’re manually posting EOB’s, importing ERA’s, importing patient payments, or entering payments patients have made on their statements. Learn more.
2. Review and Approve Deposits:  This is where you will “Send to Posting” any deposits (including ERA’s) that are ready to go through the system’s automated posting process. Please note that there is a company setting to automatically send all incoming ERA’s to posting, in which case they would skip this part of the process entirely.  Learn more.
3. Fix Deposit Errors:   There are some scenarios that may generate an error when a deposit is received.  This screen will help you identify and fix these errors so that the deposit can continue through the process. Learn more.

This screen by default will show you deposits that have errors or that still need to be sent to posting. Each line is a single deposit.

A deposit within our application is typically a patient or insurance check which must be disbursed onto claims through the posting process. Once sent through the posting process, payments are created to associate each part of the deposit with its relevant charge lines. The deposit record contains information like the date of the deposit, check ID, and total check amount.

ERA’s that are automatically imported will show here if they have deposit errors that prevent them from being automatically posted, or if ERA auto-posting is turned off. Otherwise, the information here is all deposits that have been created on this screen, which now need to be sent to posting once enough information is entered.

The Deposit Search window allows a user to search for any deposit in the application. You may choose to use the Quick Search to search by Deposit ID, Check/Trace ID, or Payer Name, or you may use the Advanced Search for additional options.

Default Deposit Search

When you load the Deposits window, the application will perform the default search, identifying all Deposits that contain errors or that require posting.

Find a Deposit using the Quick Search

The Quick Search feature allows a user to type in some basic information to find matching deposits.  A user can search by the Deposit ID, Check/Trace ID, or Payer Name.  It is important to note, that when using this search, the system will return all results where there is a match in ANY of these fields. 

1. Type your search term in the large box at the top of the screen.
2. The search will begin after typing in the first three characters.  You can also click the Search icon or press Enter on your keyboard.
3. The results will be displayed.

Find a Deposit using the Advanced Search

The Advanced Search feature allows a user to enter many specific criteria to find the exact deposit or deposits that meet the specified criteria.

1. Click the Advanced Search button from the toolbar
2. Enter the search criteria.  
   • Commonly Used
     • Deposit ID: Unique ID assigned to each deposit created
     • Deposit Date:  Deposit start and end date range
     • Check/Trace ID: Check number/trace ID for the deposit
     • Model: The financial model of the deposit, with the following potential values:
       •  Legacy: Indicates a deposit created before the new process, which must be opened from the legacy Payments screen.
       • Converted: Indicates an EOB that had already been created but not posted during the payment posting release--thus, it was converted to the new model, but required some manual intervention to post adjustments.
       • Standard: Indicates a standard Deposit, created since the new payment posting process was released.
   • Payer
     • System ID:  Unique ID assigned to a payer in the application
     • Payer Name:  Name of the payer linked to the deposit
     • ERA Payer:  Name of the payer as displayed on the ERA (may be different than the payer linked to the deposit)
     • Primary ID:  The ID used to identify the payer with the Clearinghouse.
     • Financial Class:  The financial class assigned to the payer that is connected to the deposit
   • Deposit
     • Amount:  The total amount of the deposit
     • Issued Date:  The issue start and end date range
     • Created Date: The actual date that the deposit was created in the application
     • Payment Method: The payment method assigned to the deposit
     • Payment Type: The payment method assigned to the deposit
     • Status:  The current status of the deposit.  Options include New, Ignore, Sent to Posting.
       • New:  Newly received deposits that have been received.  Payments have not yet been posted.
       • Ignore (shown in gray):  Deposits that will not be sent to posting because they are not needed.
       • Sent to Posting (shown in green):  Deposits that have had 1 or more of the payments posted to patient accounts.
     • Posted:  This shows the disbursement status of the deposit, with the following potential values:
       • Disbursed: Every deposit claim on the deposit has been successfully posted. 
       • NOT Disbursed: At least one deposit claim has not yet been disbursed from the deposit. 
       • Disbursed with Credits: This deposit claim was disbursed, but created credits on at least one deposit claim.
       • Deposit is currently being Disbursed: This deposit is in the process of being disbursed.
     • Type:  This represents the type assigned to the deposit.  Options include:  ERA, Import, Payer, and Statement.
     • Owner:  This represents the user assigned to the deposit.
   • Import
     • ERA ID:  The unique ID assigned to an ERA when it is received
     • File Name:  The file name of an imported ERA
   • Unresolved Errors
     • Any Error:  Deposits may contain many types of errors.  If any errors exist at all, this search option will find those deposits.  This is the default search used when the deposit window is opened.
     • Deposit Errors:  If an error exists at the deposit level, this search will be used to find deposits with these types of errors only.
     • Claim Errors: If an error exists at the claim level, this search will be used to find deposits with these types of errors only.
     • Procedure Errors: If an error exists at the procedure line level, this search will be used to find deposits with these types of errors only.
3. Click Search

The Display Settings window allows you to control how your search results are displayed. You can choose which columns are displayed, as well as how many rows are returned by default. Once you’ve saved any changes, we’ll remember your settings for when you visit this screen in the future.

Change Display Settings on Deposit Search

1. Click the More button from the toolbar.
   
2. Select Change Display Settings from the menu.
   
3. The Display Setting window will be opened.
   1. Use the options along the top to decide which columns will be displayed.
   2. Use the slider bar at the bottom to determine the number of rows to display.
      
4. Click Save Settings.
   

The Deposit Window allows a user to open an existing deposit in the application.  A deposit can be open in two ways, both described below.

Open a Deposit using the Open Button

1. Perform a search for a deposit.
   
2. Select the deposit from the list. The selected line will turn blue.
   
3. Click the Open button from the toolbar.
   
4. The Deposit Management window will be displayed for the selected deposit.
   

Open a Deposit via Double Click

1. Perform a search for a deposit
   
2. Double click the deposit from the list.
   
3. The Deposit Management window will be displayed for the selected deposit.
   
   

Once a deposit has been created, a user will use the Deposit Management window to fix deposit errors, review the payment details, and release the deposit for posting. This guide will explain the various functions available.

Deposit Details

Along the top of every deposit, you will find Deposit Details. Most of this information is supplied when the deposit is originally created.  However, under some circumstances, a user will be able to make changes to these deposits details.

Field Definitions

• ID: The unique ID the application assigns to every deposit.
• Type:  The type of deposit created (ERA, EOB, Import, Statement)
• Status:  The current status of the deposit.  Options include New, Ignore, Sent to Posting.
  • New:  Newly received deposits.  Payments have not yet been posted.
  • Ignore:  Deposits that will not be sent to posting because they are not needed.
  • Sent to Posting:  Deposits that have had 1 or more of the payments posted to patient accounts.
• Deposited (Date):  This is the date that the check was deposited into the bank.
• Production (Date):  This is the date the EOB was issued.
• Check #:  This is the check number for the deposit.
• Amount:  This is the total amount of the deposit
• Payer:  The name of the Payer and Payer ID.
• Pay. Method:  The payment method being used for this deposit.
• Pay. Type:  The type of payment that is being used for the deposit.
• Deposit ($):  The total amount for the deposit.
• Payments ($):  The sum of all payments assigned to the claims within the deposit.  This field is auto-calculated.
• Adjustment ($):  The sum of all adjustments that will affect the balance of the claims within the deposit.  This field is auto-calculated.
• Balance ($):  The difference between the Deposit Amount, Payments Amount, and Adjustments Amount. This field is auto-calculated. 

Deposit Actions

The actions listed allow you to control the behavior of the entire deposit.  Take note, the deposit actions may work differently based on the status of deposit.

• Send to posting:  Sends the deposit to the payment posting process.  Click here to learn more.
• Ignore:  The deposit is removed from most work queues and will not be posted.  Click here to learn more.
• Edit:  Allows some deposit detail fields to be changed.  Click here to learn more.
• Reset/Remove:  Allows a user to undo the posting process or delete a deposit entirely. Click here to learn more.

Deposit Errors

When a deposit is created or received from an insurance carrier as an ERA, there is a possibility that some necessary fields may not be set correctly.  These errors will need to be resolved.  

More information can be found here on resolving posting errors.

Deposit Claims

This is a list of of claims that have been assigned to this deposit.  For EOB's, these must be manually added to the deposit via the Attach/Find Claim feature.  Once added, a summarized version of the payment records will be displayed.

• Attach/Find a Claim:  This allows a user to search for a claim in the deposit and/or add a new claim to the deposit.  Learn more here.
• Edit/View:  For each claim in a batch, you may be able to Edit or View the claim details.  Learn more here.

Field Definitions

• Claim XRef:  This is the claim x-ref supplied on the ERA.
• Claim ID:  The unique identifier for the claim in the application.
• Charged:  The sum of all charges for this claim.
• Paid:  The sum of all payments for this claim.
• Allowed:    The sum of all allowed amounts for this claim.
• Deductible (PR-1):  The sum of the deductible amount for this claim.
• CoIns (PR-2):  The sum of the co-insurance amount for this claim.
• CoPay (PR-3):  The sum of the co-pay amount for this claim.
• Adjustments:  The sum of all adjustments that will affect the balance for this claim.
• Information:  The sum of all adjustments that will NOT affect the balance for this claim. 
• Action:   Actions that can be taken for this claim (View or Edit).

User Settings

• Claim Search Time Period:  A user can set the maximum number of days in the past that our application will look when searching for a claim.
• Maximum claims per deposit page: A user can set the maximum number of claims that will be displayed on the deposit before a new page is created.

The Deposit Window allows a user to create a new deposit in the application.  

Creating a New Deposit

1. To create a new deposit, a user will navigate to the Deposits window within the Billing portal.  
   
2. Once on the Deposits window, click the New button on the toolbar.
   
3. The New Deposit window will be displayed.
4. Select the appropriate deposit type and enter the appropriate details described below. 

Deposit Types

There are four types of deposits that can be created by a user – two designed for manual entry, and two for import. You will need to select one of these deposit types and follow the steps described below to finish creating your deposit. 

1. Payer EOB
2. Statement
3. Import ERA
4. Patient Payments Import

Creating a Payer EOB Deposit

The Payer EOB Deposit type should be used when a paper EOB has been provided to the practice by an insurance carrier.  Follow the steps described below to create this type of deposit.

1. With the New Deposit window open, select Payer EOB from the Deposit Type list.
2. Enter the following details:
   • Amount:  This is the total amount of the deposit
   • Deposit is an EOB' Checkbox:  If set, this indicates that the deposit is an EOB.  This allows the Payment Lines to be edited within the Deposit Details window.  
   • Check Id:  This is the check number for the deposit.
   • Payer:  Search and select the insurance carrier 
   • Type:  Select the type of payment that should be used for this deposit.
   • Method:  Select the payment method that should be used for this deposit.
   • Owner:  Select the owner of the deposit.  This is a list of users in the application. This will default to the logged in user.
   • Deposited Date:  This is the date that the check was deposited into the bank.
   • Production Date:  This is the date the EOB was issued.
3. Choose what happens after creating the deposit (clicking Save):
   • Display All the Deposits I Created Today, opening the last deposit I created:  This will retrieve a list of all deposits that your user has created on today's date. It will then open the Deposit Management window for the last deposit created.  Any search results that were displayed will be cleared.
   • Do Nothing:  This will create the deposit and return you to your current deposit search results.
4. Click Save.

Creating a Statement Deposit

The Statement Deposit Type should be used when a patient has sent in money for a recent statement that they have received. Follow the steps described below to create this type of deposit.

1. With the New Deposit window open, select Statement from the Deposit Type list.
2. Enter the following details:
   • Amount:  This is the total amount paid by the patient.
   • Check Id:  This is the check number (not required).
   • Statement ID:  Search for the statement ID that the patient is paying against. 
   • Type:  Select the type of payment that should be used for this deposit. 
   • Method:  Select the payment method that should be used for this deposit.
   • Owner:  Select the owner of the deposit.  This is a list of users in the application. This will default to the logged in user.
   • Deposited Date:  This is the date that the check was deposited into the bank.
   • Production Date:  This is the date the check was issued.
3. Choose what happens after creating the deposit (clicking Save):
   • Display All the Deposits I Created Today, opening the last deposit I created:  This will retrieve a list of all deposits that your user has created on today's date. It will then open the Deposit Management window for the last deposit created.  Any search results that were displayed will be cleared.
   • Do Nothing:  This will create the deposit and return you to your current deposit search results.
4. Click Save.

Creating a Deposit by Importing an ERA

The Import ERA Deposit Type should be used when a billing department has obtained an electronic ERA that needs to be imported into the application.  This is most common when a practice moves from another Practice Management software to ours.  It may be necessary to download ERA's from the legacy clearinghouse for a short period of time during the transition.  Follow the steps described below to create this type of deposit.

1. With the New Deposit window open, select Import ERA from the Deposit Type list.
2. Click Browse... to locate the ERA file on your computer. 
3. Click Upload to load the file into the application
4. Choose what happens after creating the deposit (once the upload is complete):
   • Display All the Deposits I Created Today, opening the last deposit I created:  This will retrieve a list of all deposits that your user has created on today's date. It will then open the Deposit Management window for the last deposit created.  Any search results that were displayed will be cleared.
   • Do Nothing:  This will create the deposit and return you to your current deposit search results.

Creating a Deposit by Importing Patient Payments

The Patient Payments Deposit Type should be used when a billing department or outside collection agency has obtained payments from a patient and needs to import a spreadsheet with these payment records.  This option is rarely used. Follow the steps described below to create this type of deposit.

1. With the New Deposit window open, select Patient Payments from the Deposit Type list.
2. If you need a copy of the Import Template or the Payment Type/Method code lists that are used in the import, select the Export Options icon and choose the appropriate option (Payment Codes and/or Excel Template).  The excel file will open on your PC with the necessary data points.
   
3. Once you have the Patient Payment template setup and ready for import, click the Import Options icon and choose the appropriate option (Excel File, CSV File, Data File).
   
4. Click Browse... to locate the ERA file on your computer. 
5. Click Upload to load the file into the application.
6. The Patient Payments import runs as a job in the background, so it may take a few minutes before this deposit is visible.  Because of this, when this window is closed, the list of deposits you created today will be displayed.  You may need to refresh the list periodically to see the imported records.

Editing Deposit Details

When a user clicks Edit, on the Deposit Management window the following takes place:

1. The Edit Deposit window is displayed.
   
2. The user can select which fields that they would like to edit.  Be very careful when doing this as these changes can effect reporting.
   
3. The selected fields now become editable.
   
4. As a user updates a field, the change is automatically saved and the field is again disabled.
   
   

Attach/Find a Claim

The Attach/Find Claim Search can be used to attach a new claim to the deposit or find a claim that may already be in the deposit.  

1. Begin typing the PCN, Claim Number, Chart Number, or Patient Name into the search field to retrieve a list of claims.  If only one result is returned, this result claim automatically be selected.
2.  With the claim is selected, you will be presented with a message to either add the claim or view the claim if it already exists.
   1. Add Claim:  You will be prompted to 'Add Claim' to the deposit if it is not already listed.  You may optionally choose to open the Claim Details after the claim is added. Click Cancel to search again or Add to associate this claim with the deposit.
      
   2. Claim Found:  You will be notified that the claim has been found in the deposit if it already exists.  You may choose to Cancel to search again or View to open the claim details.
      
3. Once you click either Add or View, you will be taken to the Claim Details window.

Editing Claim Details in a Deposit

When a user clicks the Edit or View button on a claim line in the Deposit Management window, the Claim Details window is displayed. 

• Edit:  The Edit button is displayed if the claim has not yet been sent to posting.  While in this mode, changes can still be made to the posting details.
• View: The View button is displayed if the claim has already been sent to posting.  Changes can not be made at this time.

Once in the Claim Details window, you will be able to resolve claim and procedure errors, modify the posting details for each procedure on the claim, and send the claim to posting when ready.  Click here to learn more about using the Claim Details window.

Send a Deposit to be posted

When a user clicks Send to Posting on the Deposit Management window, the following takes place:

1. A number of edit checks will be run to ensure the deposit should in-fact be sent to the posting process. 
   1. The system will verify there are no critical deposit errors that would prevent posting. 
   2. If the payments and deposit totals are different, the system will verify with the user that they would like to continue. 
2. The status of the deposit is set to Sent to Posting.  Once in this state, many other features on this window become disabled.
3. Payments will be auto-posted based on how the claim/payment information was entered.
4. If a payment can not be posted, an error will occur.  These types of posting errors can be worked in the Payments window.
5. The status and level of the claim will be updated based on the business rules defined by the practice.

Reset/Remove a Deposit

When a user clicks Reset/Remove on the Deposit Management window the following takes place:

1. The user is provided with information on the deposit and given options on how to proceed.
   
   1. Remove all deposit information:  If the user selects this option, the entire deposit will be removed from the system.  This action can not be recovered from.  The deposit and all associated information is now deleted.
   2. Reset the deposit, recalculating payment information:  If the user selects this option, all payment information that was originally provided, will be reverted.  In the case of an EOB, all claim lines will remain, but the payment data supplied will be set back to 0.
2. Once the choice has been made, the user clicks Save.
   
3. A summary of what occurred will be presented. Click OK to close the window.
   

Ignore a Deposit

When a user clicks Ignore on the Deposit Management window,  the following takes place:

1. User clicks Ignore
2. Most deposit detail fields are disabled.
3. The status of the deposit is set to Ignore.  This means that the payment posting process will not be run and that this deposit is excluded from most work queues.

Posting Rebuild - Managers’ Guide

In the latest release we have completely redesigned the payment posting process in OfficeEMR.  As a manager there are several things we feel important to bring to your attention. This includes summary of changes, new settings, and user permissions. You can find a video outlining the information for managers here.

What changes?

• We’ve created two new windows, Deposits and Posting. 
  • Deposits will be where you create any new deposits (ERA imports, statement payments, manual EOBs, or patient payment batches), as well as enter any needed information for manual EOB’s, fix any deposit errors, and send deposits to posting. 
  • Posting is where you’ll fix any errors that arose in the auto-posting process that the system performs. 
• We’ve improved the auto-posting process to minimize what your team needs to manually review, even as we make it more clear when items need to be worked.  
• We’ve improved the level of adjustment detail you can find on posted payments. This will give you more granularity on what happens to different claims in the posting process, as well as help your billers as they research unpaid claims.

What doesn’t change?

• Your staff will still go through their normal process of finding work items that need to be addressed by them on the billing wheel – and we’ve created a separate sheet that will help them do just that. 

What do I need to do?

The most important thing you need to do is to review the settings that we’ve created to customize the new posting process. 

The team at iSalus has evaluated each setting to be sure that the defaults are accurate and conservative, but we’d encourage you to review them to be sure they’re set to best meet the needs of your practice. 

At the upper right corner of the new Deposits screen, you’ll see the words “Deposit Search,” with a gear icon next to it. You can find all the settings for the posting rebuild by clicking this gear.

Company Settings

• Auto-Post ERA Delay
  • Default Setting: -1 (Off)
  • Function: When an ERA is loaded into the system, it will auto-post any claim that does not have errors, without waiting for a user to manually choose to send that check to posting, or it will wait to post until the delay time has been met.
  • Reason for Default:  The default setting 'off' more closely represents the current function of deposit posting, and it allows users to hold checks and post to the bank if desired.
  • Reason to Change Setting:  If you’re not posting to the bank, there’s little reason to hold ERA’s back from posting once they come in. Changing the setting to '0' (on) will enable a more automated workflow to minimize the need for staff intervention.

ERA Claim Adjustment Reasons

This screen is how the system determines how to handle each adjustment code when posting an ERA.  

In the example below you see a 45 adjustment reason.  This code is not set as a denial.  It is set as an EOB Indicator.  If the payment is for a primary claim the code will be handled as a contractual insurance adjustment and the amount will be adjusted from the claim balance.  If the payment is for a secondary claim the code will be just be stored as a note and the amount will not be adjusted.

Please see below for more information regarding these settings.

ERA PLB Amounts

An ERA PLB amount is an ERA level adjustment.  This includes but is not limited to interest payments, late charges, capitation payments, forwarding balances, and more.

In the example below you will see the settings for ERA level Interest payment.  If an interest payment is reported on the ERA the system will not change the claim status.  The claim level will be updated to completed.  The payment will be regarded as an ERA Interest Adjustment.  The payment amount will be applied to the claim(s).

Please see below for more information regarding these settings.

Deposits Security - New Role Settings

In addition to these settings you also have the option of redefining user roles.  The security permissions for the new screens will all be inherited from the security permissions from the old screens.  In the case that you wish to review or adjust these settings you can find those instructions here.

Posting Rebuild - Posting Guide

In the latest release, we have completely redesigned the payment posting process in OfficeEMR. There are several things we feel are important to bring to your attention regarding payment posting, as your day-to-day processes will change. You can find a video outlining the information for payment posters here.

What changes?

• We’ve created two new windows, Deposits and Posting. 
  • Deposits will be where you create any new deposits (ERA imports, statement payments, manual EOBs, or patient payment batches), as well as enter any needed information for manual EOB’s, fix any deposit errors, and send deposits to posting. 
  • Posting is where you’ll fix any errors that arose in the auto-posting process that the system performs. 
• We’ve improved the auto-posting process to minimize what your team needs to manually review, even as we make it more clear when items need to be worked.  
• We’ve improved the level of adjustment detail you can find on posted payments. This will give you more granularity on what happens to different claims in the posting process, as well as help your billers as they research unpaid claims.

What doesn’t change?

• You will still go through your normal process of finding work items that need to be addressed on the billing wheel.

What do I need to know?

The most important thing you need to know is that the Payments screen has been completely replaced by the 'Deposits' and 'Posting' screens. The Payments screen--renamed Payments (Legacy)--should not be used going forward, but it is still available for reference.

The billing wheel has also been updated with specific tasks to help you find what you need to work in the new system.

Billing Wheel

The posting section of the billing wheel has been expanded to now display New Deposits, Receipts, and Deposit Errors.

These new sections were designed to assist you in following the new deposit workflows which include Reviewing New Deposits, Sending Deposits to Posting, and Working Deposit Errors.

Reviewing New Deposits

When clicking to view any of the new deposit sub-sections you will be taken to the new deposit screen showing you deposits with New status that have not yet been disbursed.

From this screen you will be able to quickly review your deposits, resolve deposit errors, and send them to posting.  Double clicking on any deposit will open up the deposit details window.

On this screen you are able to review and resolve deposit errors, verify posting data, edit claim posting data, ignore the deposit, reset the deposit, and send this deposit to posting. 

Working Deposit Errors

From the billing wheel, if you click to view Deposit Errors you will be taken to the same deposit screen, filtered to only display the deposits with errors on them. These errors include (but are not limited to) payer mismatches and provider- or claim-level adjustments. 

In order to send the deposit to the posting process, you will need to first resolve any errors. This is done by clicking the Resolve button in the Action column for each error.  Once clicked you will be provided with a screen to assist you in resolving the error.

In this case you have the option of either ignoring the error or searching for and linking the payer for the deposit. Once linked, the Action column for the error will change to show Resolved.

Once all errors have been resolved you are ready to click Send to Posting.

Creating a New Deposit

The full document for creating a deposit can be found here.

The steps involved are out lined below:

1. Open the Deposit window
2. Click the New button on the toolbar
3. Select the deposit type and enter your deposit details
4. Add claims to deposit, if relevant (find more information here)
5. Add corresponding payments and adjustments, if relevant (find more information here)
6. Click Send to Posting

Sending Deposits to Posting

Once you have reviewed your deposit and determined that pressing errors are resolved and it's ready to be posted, you need to click the 'Send to Posting' button. This will send the deposit to the processing queue. When the deposit is processed, associated payments will be applied according to your practice's settings, and any posting errors will show up in the "Posting Errors" section under "Post" on the Billing Wheel. 

You can find more information about sending deposits to posting here. 

Resolving Posting Errors

Once you have sent deposits to the posting process, you can click "Post" on the Billing Wheel and go to "Posting Errors." This will bring you to a screen displaying all transactions that have been through the auto-posting process, but that couldn't be completed due to errors that arose. 

Clicking on any line will open the Claim Details window. From here, you can click "Resolve" next to any claim error to fix any issues found during the posting process. Once complete, you can hit "Post Claim" to finish posting the associated payments. 

You can find more information about fixing errors here. 

The security for the new deposit screens and workflows will be inherited from the old process.  In most cases this will require no additional setup by practices.  In the case where a practice may want to fine tune their user roles following the steps below will allow that.

Setting Deposit Permissions - Role Setup

Start by going to the Setup Portal and choosing the Roles option.

When Roles opens you will want to find the Practice - General section in the Groups column and select Deposit Posting.

You can now define your permissions by selecting each section in the Screens column and then assigning the permission level accordingly.

The new Screens in this section are:

• Administration Deposit Edit
• Administration Deposit Ignore
• Administration Deposit Reset
• Administration Deposit Send to
• BC_DepositForm.asp
• Deposit Claims
• Deposit Payments Search
• Deposit Setup
• Deposit Search
• ERA 835 display
• ERA Payment Setup
• New Deposit

Link (scan or import) a paper EOB to an existing Deposit

When a user clicks Add Human Readable EOB on the Deposit Management window,  the following takes place:

1. The Document Management window is opened with the correct Payer value set.
   

To scan or import a new EOB:

1. Click the drop-down next to the scan icon on the toolbar
   
   
   
2. Click...
   1. Scan (if the document is only one page and you need to scan the file into the system. You may need to click Select Source if you have more than one scanner connected to your PC.
   2. Muli Page (Single File) - if the document is more than one page and you need to scan the file into the system.  You may need to click Select Source if you have more than one scanner connected to your PC.
   3. Import - if the file is electronically saved on your computer.
      
      
3. The file will be saved in the following location within eDocuments:  Payer Docs > [Selected Payer] > Payer Import > Import Drawer > Import Folder  
   
   
   
4. Select the file from the list on the left that you want to link to this deposit.
   
   
5. Click Use Selected Document
   
   
6. The selected document will now be linked to the deposit.  The screen will now say 'Open Human Readable EOB'.
   

To link an existing EOB:

1. All files stored here will be available to select from:  Payer Docs > [Selected Payer] > Payer Import > Import Drawer > Import Folder  
   
   
   
2. Select the file from the list on the left that you want to link to this deposit.
   
   
3. Click Use Selected Document
   
   
4. The selected document will now be linked to the deposit.  The screen will now say 'Open Human Readable EOB'.
   

The Patient Payments Deposit Type should be used when a billing department or outside collection agency has obtained payments from a patient and needs to import a spreadsheet with these payment records.  Follow the steps described below to create this type of deposit.

Importing Patient Payments

1. To import patient payments, a user will navigate to the Deposits window within the Billing portal.  
   
2. Once on the Deposits window, click the New button on the toolbar.
   
3. The New Deposit window will be displayed.
4. Select the Import Patient Payments deposit type and enter the appropriate details described below.

Once you have the Patient Payment template setup and ready for import, click the Import Options icon and choose the appropriate option (Excel File, CSV File, Data File).

1. Click Browse... to locate the ERA file on your computer. 
2. Click Upload to load the file into the application.
3. The Patient Payments import runs as a job in the background, so it may take a few minutes before this deposit is visible.  Because of this, when this window is closed, the list of deposits you created today will be displayed.  You may need to refresh the list periodically to see the imported records.

More Information

1. If you need a copy of the Import Template or the Payment Type/Method code lists that are used in the import, select the Export Options icon and choose the appropriate option (Payment Codes and/or Excel Template).  The excel file will open on your PC with the necessary data points.
   
2. Company Setting: Deposit Import Receipt Payment Type ID

Sometimes a payment may be reported that is more than the balance remaining on a claim.  With a valid payment type ID in this company setting, a new receipt will be created in the amount of any over payment, allowing you to apply it to a different claim if desired.

The Statement Electronic Payments screen is found inside the Deposits screen by clicking the More button. This screen is designed to allow the user to search for all statement payments that have been reported by our preferred statement print/mail vendor Data Media Associates. By default this screen will show any payments that were not able to be posted and the reason why. In addition users can put a date range in the Reporting Criteria section and see all payments that were processed automatically as well for that date range. This screen will open automatically when the Deposits screen is first loaded if an unprocessed deposit exists.

Workflow

1. Open the Deposits screen
   
2. The screen will automatically open if unprocessed payments exists
   
3. Once the information on the screen has been processed manually, click to select the record and then click Mark Reviewed
   

To Report on All Electronic Statement Payments within a Date Range

1. Enter your Start and Ending date in Reporting Criteria and Click the Refresh Button