The Deposit posting settings have been defaulted to values that are workflow consistent and conservative, but we encourage users to review them to be sure they’re set to best meet the needs of their practice. An overview video on recent changes can be found here that discusses customization options from a manager's perspective.
In the upper right corner of the new Deposits screen is the words “Deposit Search” with a gear icon next to it. Clicking this gear will allow the user to access the Company settings and Setup for Deposits.
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.
- Create Deposit Credit Error
- Default Setting: 3
- Function: When the posting process runs to actually create payments on a given claim, it will afterwards check to see if a credit balance has been created. If it finds that there is a credit balance now on the claim, this setting will determine what the system does as a result.
- Possible Settings:
Value Credit Auto-Created on Claim Error Created on Claim Claim Status Changed 1 Insurance Yes Yes 2 Insurance No Yes 3 None No No 4 Patient Yes Yes 5 Patient No Yes 6 None No Yes - Reason to Change Setting: If you'd like to customize how the system handles refunds, you may want to change this setting. If you don't want to decide how to handle refunds in the middle of the posting process, you may want to choose one of the options that doesn't create a claim error. If you'd like the system to auto-create patient credits with the assumption that most refunds will go to the patient, you may want to select an option with Credit Auto-Created on Claim: Patient. If you want the system to change the status of the claim to Refund but otherwise just let the credit balance fall on the Missing Refund Report, you likely want to choose option #6.
ERA Claim Adjustment Reasons
Purpose
The ERA Adjustment Reasons setup window is used in the Automated Payment Posting process. Once a claim has been ran through the Automated Payment Posting logic, the system will identify all Adjustment Reason Codes that are provided in the ERA/EOB. Each Adjustment Reason code will create a Payment/Adjustment record for the procedure line that the adjustment reason code is associated with. In some scenarios, the Adjustment Reason code provided may indicate that the claim was not posted cleanly and needs to be reviewed by a member of the billing team. If this is the case, a practice may choose to set a Claim Status or Claim Level override. A practice can customize these rules to meet the unique needs of the business.
Screen Layout and Definitions
Adjustment Reason Code List
The screen allows a user to change the workflow for each Adjustment Reason Code received. In the ERA, the Adjustment Reason Codes are provided in the 835 EDI FIle (Loop: 2110, Segment: CAS) by the payer. In the EOB, the Adjustment Reason Codes are usually listed procedure information.
In both the ERA and EOB, the Adjustment Reason Code is often paired with the Adjustment Group (CO, OA, PR, PI). You will notice that the system does allow for the Group to be specified. However, this is only necessary to configure if the code is treated differently because the group is included. For example, if a PR-22 and a PI-22 do the same thing, then you only need to setup the rules for a '22'.
Adjustment Reason Code Values
For each Adjustment Reason Code, the following can be specified:
- Group: An Adjustment Group can be added to an Adjustment Reason Code if it is necessary to treat the code differently because of the group.
- Denial Indicator: This flag indicates that this code/group combination is considered a denial reason. This will be utilized for reporting purposes.
- EOB Indicator: This flag indicates that this code will create an EOB record to send to the secondary insurance.
- Description: The description displayed can not be changed, but represents the description of the code as defined by the 835 standards.
Once the standard code details are configured, the Claim Status, Claim Level, and Payment types can also be configured. You will notice that you have the ability to modify these values for various Processing Levels.
- ERA Status: This is the Processing Level receiving on the ERA/EOB. In the ERA, the Processing Level is provided in the 835 EDI FIle (Loop: 2100, Segment: CLP02) by the payer. In the EOB, the Processing Level is usually listed with the information at the claim level.
- Claim Status: This value dictates that if the selected Adjustment Reason Code is received, the Claim Status will be overwritten and set to the value provided. If the 'Primary Claims' value is set, this will be treated as the Default for the other levels. If no value is set, the Claim Status will not be overwritten.
- Claim Level: This value dictates that if the selected Adjustment Reason Code is received, the Claim Level will be overwritten and set to the value provided. If the 'Primary Claims' value is set, this will be treated as the Default for the other levels. If no value is set, the Claim Level will not be overwritten.
- Payment Type: This value dictates which Payment Type is used for the corresponding Adjustment Amount provided with the Adjustment Reason Code. The 'Primary Claims' value must be set. This will be treated as the Default for all other other levels unless those levels are explicitly set. The Payment Type setup window will determine how that record affects the overall balance of the claim. Learn more here: Payment Type.
ERA Claim Status
Purpose
The ERA Claim Status setup window is used in the Automated Payment Posting process. Once a claim has been ran through the Automated Payment Posting logic, the system will attempt to set the correct Claim Status and Claim Level so that it can be worked through the remainder of the revenue cycle. In the event that the ERA/EOB is posted cleanly (meaning no Adjustment Reasons caused the claim status/level to be set), then the rules on this screen will come into effect. A practice can customize these rules to meet the unique needs of their practice.
Screen Layout and Definitions
Claim Status List
The screen allows a user to change the workflow based on the Processing Level of the ERA/EOB. In the ERA, the Processing Level is provided in the 835 EDI FIle (Loop: 2100, Segment: CLP02) by the payer. In the EOB, the Processing Level is usually listed with the information at the claim level.
Claim Status Values
For each Processing Level, you will be able to set the Claim Status and the Claim Level for 3 specific circumstances:
- Zero Balance: If the entire claim balance becomes 0 after all payments are applied.
- Next Insurance: If a balance remains on the claim and the patient has a subsequent insurance. For example, if processed as Primary and the patient has a Secondary insurance on file.
- No Insurance: If a balance remains on the claim and the patient does not have a subsequent insurance.
Window Display
NOTE: Some Processing Level options may not allow you to utilize the Next Insurance values. This occurs because we do not have a way of knowing which insurance level was responding, so we can not know what 'Next Insurance' to look for.
ERA Payments
Purpose
The ERA Payments setup window is used in the Automated Payment Posting process. When an ERA is received, a Payment Method Code is supplied in BPR 04. The Payment Method code will map to both a payment type and payment method in the application.
Screen Layout and Definitions
Payment Method Code List
In the ERA, the Payment Method Code is provided in the 835 EDI FIle (Segment: BPR02) by the payer. The guidelines allow the following values.
| Code | Definition |
|---|---|
| ACH | Automated Clearinghouse |
| BOP | Financial Institution Option |
| CHK | Check |
| FWT | Federal Reserve Funds/Wire Transfer |
| NON | Non Payment Data |
Payment Method Code Values
For each Payment Method Code, you will be able to set the deposits Payment Method and Payment Type.
- Payment Method: Sets the payment method on the deposit when the selected code is supplied.
- Payment Type: Sets the payment type on the deposit when the selected code is supplied.
Window Display
ERA PLB Amounts
Purpose
The ERA PLB Amounts setup window is used in the Automated Payment Posting process. When an ERA is received, it is possible that a Provider Level Adjustment (PLB) segment is provided. This often includes information related to accelerated payments, cost reports settlements, and timeliness report penalties unrelated to a specific claim or service.
The ERA PLB Amounts setup window will allow you to decide exactly how to handle each type of transaction supplied. Some scenarios may require that the money is posted to one to many claims. Other times, you may just want to ignore it.
Customizing PLB Segments per Payer
The ERA PLB Amounts setup window serves as the Company Default for how these values are handled in the Payment Posting process. However, users can customize this at a payer level. This is helpful when different payers treat these standardized values different than the rest of the industry. Payer level settings will take precedence over the company level setting. This can be done by navigate to Setup > Payers > More > Payer ERA Overrides > PLB.
Screen Layout and Definitions
PLB Adjustment Reason Code List
In the ERA, the PLB Adjustment Reason Code is provided in the 835 EDI FIle (Segment: PLB 03) by the payer. The guidelines allow the following values:
| Code | Definition |
|---|---|
| 50 | Late Charge |
| 51 | Interest Penalty Charge |
| 72 | Authorized Return |
| 90 | Early Payment Allowance |
| AH | Origination Fee |
| AM | Applied to Borrower's Account |
| AP | Acceleration of Benefits |
| B2 | Rebate |
| B3 | Recovery Allowance |
| BD | Bad Debt Adjustment |
| BN | Bonus |
| C5 | Temporary Allowance |
| CR | Capitation Interest |
| CS | Adjustment |
| CT | Capitation Payment |
| CV | Capital Passthru |
| CW | Certified Registered Nurse Anesthetist Passthru |
| DM | Direct Medical Education Passthru |
| E3 | Withholding |
| FB | Forwarding Balance |
| FC | Fund Allocation |
| GO | Graduate Medical Education Passthru |
| HM | Hemophilia Clotting Factor Supplement |
| IP | Incentive Premium Payment |
| IR | Internal Revenue Service Withholding |
| IS | Interim Settlement |
| J1 | Nonreimbursable |
| L3 | Penalty |
| L6 | Interest Owed |
| LE | Levy |
| LS | Lump Sum |
| OA | Organ Acquisition Passthru |
| OB | Offset for Affiliated Providers |
| PI | Periodic Interim Payment |
| PL | Payment Final |
| RA | Retro-activity Adjustment |
| RE | Return on Equity |
| SL | Student Loan Repayment |
| TL | Third Party Liability |
| WO | Overpayment Recovery |
| WU | Unspecified Recovery |
| ZZ | Mutually Defined |
Payment Method Code Values
Because PLB Adjustment Reason Codes do not specific where to post the money or even if you should post the money, the application can not do this automatically. Therefore, users will be required to decide how to allocate the amount supplied in this segment. So, by default, every PLB line is considered a Deposit Error. Users can control what happens with those errors by setting the following options.
- PLB Type: Decides how to handle each PLB Code should be handled.
- Apply Amount to Claims: If this option is set, PLB amounts will be classified as an error. The user will have to ‘Resolve’ this error by applying the money to existing claims.
- Report Amount: If this option is set, the amounts will be flagged so that we can report on the amounts. The error will be ignored. The user does not have to do anything – money does not get posted anywhere.
- Ignore/Resolve: If this option is set, the PLB error will be automatically set to ignore. The user does not have to do anything – money does not get posted anywhere.
- Claim Information: If the user chooses the 'Apply Amount to Claims' option, these values will be used to determine what happens with the claim that the money is posted to.
- Claim Status: Users can determine if the claim status that the money is being posted to should change. If it should remain as is, leave this field blank.
- Claim Level: Users can determine if the claim level that the money is being posted to should change. If it should remain as is, leave this field blank.
- Payment: Users can determine which payment type is associated with the amount when posted. If it is blank, the user will be required to pick the payment type during the posting process.
Window Display
Purpose
The ERA Adjustment Reasons setup window is used in the Automated Payment Posting process. Once a claim has been ran through the Automated Payment Posting logic, the system will identify all Adjustment Reason Codes that are provided in the ERA/EOB. Each Adjustment Reason code will create a Payment/Adjustment record for the procedure line that the adjustment reason code is associated with. In some scenarios, the Adjustment Reason code provided may indicate that the claim was not posted cleanly and needs to be reviewed by a member of the billing team. If this is the case, a practice may choose to set a Claim Status or Claim Level override. A practice can customize these rules to meet the unique needs of the business.
Screen Layout and Definitions
Adjustment Reason Code List
The screen allows a user to change the workflow for each Adjustment Reason Code received. In the ERA, the Adjustment Reason Codes are provided in the 835 EDI FIle (Loop: 2110, Segment: CAS) by the payer. In the EOB, the Adjustment Reason Codes are usually listed procedure information.
In both the ERA and EOB, the Adjustment Reason Code is often paired with the Adjustment Group (CO, OA, PR, PI). You will notice that the system does allow for the Group to be specified. However, this is only necessary to configure if the code is treated differently because the group is included. For example, if a PR-22 and a PI-22 do the same thing, then you only need to setup the rules for a '22'.
Adjustment Reason Code Values
For each Adjustment Reason Code, the following can be specified:
- Group: An Adjustment Group can be added to an Adjustment Reason Code if it is necessary to treat the code differently because of the group.
- Denial Indicator: This flag indicates that this code/group combination is considered a denial reason. This will be utilized for reporting purposes.
- EOB Indicator: This flag indicates that this code will create an EOB record to send to the secondary insurance.
- Description: The description displayed can not be changed, but represents the description of the code as defined by the 835 standards.
Once the standard code details are configured, the Claim Status, Claim Level, and Payment types can also be configured. You will notice that you have the ability to modify these values for various Processing Levels.
- ERA Status: This is the Processing Level receiving on the ERA/EOB. In the ERA, the Processing Level is provided in the 835 EDI FIle (Loop: 2100, Segment: CLP02) by the payer. In the EOB, the Processing Level is usually listed with the information at the claim level.
- Claim Status: This value dictates that if the selected Adjustment Reason Code is received, the Claim Status will be overwritten and set to the value provided. If the 'Primary Claims' value is set, this will be treated as the Default for the other levels. If no value is set, the Claim Status will not be overwritten.
- Claim Level: This value dictates that if the selected Adjustment Reason Code is received, the Claim Level will be overwritten and set to the value provided. If the 'Primary Claims' value is set, this will be treated as the Default for the other levels. If no value is set, the Claim Level will not be overwritten.
- Payment Type: This value dictates which Payment Type is used for the corresponding Adjustment Amount provided with the Adjustment Reason Code. The 'Primary Claims' value must be set. This will be treated as the Default for all other other levels unless those levels are explicitly set. The Payment Type setup window will determine how that record affects the overall balance of the claim. Learn more here: Payment Type.
Purpose
The ERA Claim Status setup window is used in the Automated Payment Posting process. Once a claim has been ran through the Automated Payment Posting logic, the system will attempt to set the correct Claim Status and Claim Level so that it can be worked through the remainder of the revenue cycle. In the event that the ERA/EOB is posted cleanly (meaning no Adjustment Reasons caused the claim status/level to be set), then the rules on this screen will come into effect. A practice can customize these rules to meet the unique needs of their practice.
Screen Layout and Definitions
Claim Status List
The screen allows a user to change the workflow based on the Processing Level of the ERA/EOB. In the ERA, the Processing Level is provided in the 835 EDI FIle (Loop: 2100, Segment: CLP02) by the payer. In the EOB, the Processing Level is usually listed with the information at the claim level.
Claim Status Values
For each Processing Level, you will be able to set the Claim Status and the Claim Level for 3 specific circumstances:
- Zero Balance: If the entire claim balance becomes 0 after all payments are applied.
- Next Insurance: If a balance remains on the claim and the patient has a subsequent insurance. For example, if processed as Primary and the patient has a Secondary insurance on file.
- No Insurance: If a balance remains on the claim and the patient does not have a subsequent insurance.
Window Display
NOTE: Some Processing Level options may not allow you to utilize the Next Insurance values. This occurs because we do not have a way of knowing which insurance level was responding, so we can not know what 'Next Insurance' to look for.
Purpose
The ERA Payments setup window is used in the Automated Payment Posting process. When an ERA is received, a Payment Method Code is supplied in BPR 04. The Payment Method code will map to both a payment type and payment method in the application.
Screen Layout and Definitions
Payment Method Code List
In the ERA, the Payment Method Code is provided in the 835 EDI FIle (Segment: BPR02) by the payer. The guidelines allow the following values.
| Code | Definition |
|---|---|
| ACH | Automated Clearinghouse |
| BOP | Financial Institution Option |
| CHK | Check |
| FWT | Federal Reserve Funds/Wire Transfer |
| NON | Non Payment Data |
Payment Method Code Values
For each Payment Method Code, you will be able to set the deposits Payment Method and Payment Type.
- Payment Method: Sets the payment method on the deposit when the selected code is supplied.
- Payment Type: Sets the payment type on the deposit when the selected code is supplied.
Window Display
Purpose
The ERA PLB Amounts setup window is used in the Automated Payment Posting process. When an ERA is received, it is possible that a Provider Level Adjustment (PLB) segment is provided. This often includes information related to accelerated payments, cost reports settlements, and timeliness report penalties unrelated to a specific claim or service.
The ERA PLB Amounts setup window will allow you to decide exactly how to handle each type of transaction supplied. Some scenarios may require that the money is posted to one to many claims. Other times, you may just want to ignore it.
Customizing PLB Segments per Payer
The ERA PLB Amounts setup window serves as the Company Default for how these values are handled in the Payment Posting process. However, users can customize this at a payer level. This is helpful when different payers treat these standardized values different than the rest of the industry. Payer level settings will take precedence over the company level setting. This can be done by navigate to Setup > Payers > More > Payer ERA Overrides > PLB.
Screen Layout and Definitions
PLB Adjustment Reason Code List
In the ERA, the PLB Adjustment Reason Code is provided in the 835 EDI FIle (Segment: PLB 03) by the payer. The guidelines allow the following values:
| Code | Definition |
|---|---|
| 50 | Late Charge |
| 51 | Interest Penalty Charge |
| 72 | Authorized Return |
| 90 | Early Payment Allowance |
| AH | Origination Fee |
| AM | Applied to Borrower's Account |
| AP | Acceleration of Benefits |
| B2 | Rebate |
| B3 | Recovery Allowance |
| BD | Bad Debt Adjustment |
| BN | Bonus |
| C5 | Temporary Allowance |
| CR | Capitation Interest |
| CS | Adjustment |
| CT | Capitation Payment |
| CV | Capital Passthru |
| CW | Certified Registered Nurse Anesthetist Passthru |
| DM | Direct Medical Education Passthru |
| E3 | Withholding |
| FB | Forwarding Balance |
| FC | Fund Allocation |
| GO | Graduate Medical Education Passthru |
| HM | Hemophilia Clotting Factor Supplement |
| IP | Incentive Premium Payment |
| IR | Internal Revenue Service Withholding |
| IS | Interim Settlement |
| J1 | Nonreimbursable |
| L3 | Penalty |
| L6 | Interest Owed |
| LE | Levy |
| LS | Lump Sum |
| OA | Organ Acquisition Passthru |
| OB | Offset for Affiliated Providers |
| PI | Periodic Interim Payment |
| PL | Payment Final |
| RA | Retro-activity Adjustment |
| RE | Return on Equity |
| SL | Student Loan Repayment |
| TL | Third Party Liability |
| WO | Overpayment Recovery |
| WU | Unspecified Recovery |
| ZZ | Mutually Defined |
Payment Method Code Values
Because PLB Adjustment Reason Codes do not specific where to post the money or even if you should post the money, the application can not do this automatically. Therefore, users will be required to decide how to allocate the amount supplied in this segment. So, by default, every PLB line is considered a Deposit Error. Users can control what happens with those errors by setting the following options.
- PLB Type: Decides how to handle each PLB Code should be handled.
- Apply Amount to Claims: If this option is set, PLB amounts will be classified as an error. The user will have to ‘Resolve’ this error by applying the money to existing claims.
- Report Amount: If this option is set, the amounts will be flagged so that we can report on the amounts. The error will be ignored. The user does not have to do anything – money does not get posted anywhere.
- Ignore/Resolve: If this option is set, the PLB error will be automatically set to ignore. The user does not have to do anything – money does not get posted anywhere.
- Claim Information: If the user chooses the 'Apply Amount to Claims' option, these values will be used to determine what happens with the claim that the money is posted to.
- Claim Status: Users can determine if the claim status that the money is being posted to should change. If it should remain as is, leave this field blank.
- Claim Level: Users can determine if the claim level that the money is being posted to should change. If it should remain as is, leave this field blank.
- Payment: Users can determine which payment type is associated with the amount when posted. If it is blank, the user will be required to pick the payment type during the posting process.
Window Display
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
