Overview 

ICANotes+ provides the flexibility to enter payments and adjustments manually in cases where electronic files are not received. Through this feature, users can accurately record payments and adjustments using the ERA report, ensuring that insurance payments and adjustments are correctly allocated and distributed across designated accounts.

Basic Workflow 

Below outlines the sequential steps involved in utilizing the Batch Manual Payment Posting feature within ICANotes+.

1. Billers will initiate claim submission from the Billing Worklist tab.
2. Upon receipt of the ERA report, billers will input payment details accessed from the Dashboard > Payments Worklist > Manual Posting Worklist tab.
3. Following the addition of payment details, billers will include claims for which payment has been received.
4. Subsequently, billers will input payment information, encompassing payer claim#, claim payment amount, claim status code, service line payments, reason code, and other relevant data, and save them.
5. Payment details will be displayed on the Manual Posting Worklist tab with statuses indicating 'Not Ready', 'Ready to Post', and 'Posted'.
   • 'Not Ready': This status denotes that the payment entry is incomplete, and posting cannot be performed until all payment information is added.
   • 'Ready to Post': This status indicates that the distributed amount matches the payment amount, allowing for payment posting.
   • 'Posted': When you post 'Ready to Post' overall payment, the status will change to 'Posted'.
6. On the Manual Posting Worklist tab, billers will select all entries with a 'Ready to Post' status and click the 'Post Payment' button to execute the posting process.

Roles and Permissions 

Only the authorized users can access the Manual Payments Worklist section from the Dashboard. By default, the access for manual payment posting will be granted to the practice administrator.

Navigate to Settings > Practice Settings > Roles & Permissions and then click the Edit button as shown below.

On the Update Role screen, within the Dashboard, select the Access the Manual Posting Worklist Dashboard checkbox as shown below.

Manual Posting Worklist 

To find the option for manually entering payments, navigate to the Dashboard > Payments Worklist section and access the 'Manual Posting Worklist' tab.

Within the 'Manual Posting Worklist' tab, you'll find the 'Enter New Payment' button, enabling you to enter payment details from the ERA report and incorporate claims. Further details on this procedure are elaborated in the subsequent sections of this article.

Details within the Manual Posting Worklist Overall Payment 

The initial line in the Manual Posting Worklist displays the overall payment received as per the ERA report. It presents the highlighted details illustrated in the screenshot, with further explanations provided for each field's information below.

• Status: Indicates the current status of the received payment, which may be categorized as Not Ready, Ready to Post, or Posted.
• Payer: Shows the name of the payer as it appears in the ERA report.
• Payer ID: Exhibits the payer's identification number as listed in the ERA report.
• Payment Date: Specifies the date on which the payment was received.
• Posted Date: Indicates the date when the manual payment was posted within ICANotes+.
• Payment: Presents the amount of payment received according to the ERA report.
• Distributed: Reflects the total payment amount successfully linked with claims within ICANotes+.
• Adjustment: Represents the total adjustment amount successfully linked with claims within ICANotes+.
• Reference#: Exhibits the reference number associated with the payment source.
• Source: Identifies the origin of the payment, which may include Check, EFT, ACH, or Other.

Details within the Manual Posting Worklist at Claim Level 

When you expand the Manual Payment Worklist overall payment, the claim details will appear as shown in the screen below. Further explanations for each field's information are provided beneath the screenshot.

• Exclamation icon : This icon indicates that the sum of the service line payment amounts does not equal the claim payment amount. Once the service line payment amount equals the claim payment amount, this icon changes to a green check icon.
• Green check icon : This icon indicates that the sum of the service line payment amounts equals the claim payment amount. Once you have all the claims with a green check icon, the status of the overall payment will change from "Not Ready" to "Ready to Post".
• Client Name: Displays client name received in the ERA report.
• ICANotes Claim#: Displays claim number generated in ICANotes+ when submitting claim details to the clearinghouse.
• Payer Claim#: Displays claim number generated by the payer that identifies the claim for which the payment was received.
• Claim Date: Displays claim submission date when the claim was submitted to the clearinghouse.
• Claim Payment Amount:  Displays total payment amount for the respective claim number. For example, if a check received from payer is of $1000.00 as payment amount that is to be distributed amongst 5 claims each having $200.00, then claim payment amount will appear as $200.00.
• Claim Adjustment Amount: Displays total adjustment amount for the respective claim number. For example, if a check received from payer is of $200.00 as adjustment amount that is to be distributed amongst 5 claims each having $40.00, then claim adjustment amount will appear as $40.00.
• Claim Status Code: Displays claim status code. It can be any of the following:
  • 1 – Processed as Primary
  • 2 – Processed as Secondary
  • 3 – Processed as Tertiary
  • 4 – Denied
  • 22 – Reversal of Previous Payment

• Next Responsibility: Allows you allocate the remaining balance to the primary payer, secondary payer, or client.

Details within the Manual Posting Worklist at Service Line Level 

When you expand the Manual Posting Worklist overall payment for a specific claim, the service line level details will appear as shown below. Further explanations for each field's information are provided beneath the screenshot.

• Service Codes: Displays service code and description for which payment is received from the payer.
• Modifiers: Displays modifier codes associated with the service code.
• Units: Shows the overall count of units associated with the service code availed by the client.
• Client: Displays client name recorded in ICANotes+ to which payment received from the payer. Please note that this name can be different than the client name in the claim details.
• Service Date: Shows the service date when the client availed the service.
• Clinician: Displays name of the clinician who rendered service to the client.
• Location: Displays location name where the service was rendered to the client.
• Charge: Displays charge amount that was billed for this service line in ICANotes+.
• Allowed: Displays allowed amount that was received for this service line from the payer.
• Payment: Displays payment amount that was received for this service line from the payer.
• Adjustment: Displays total adjustment amount that was received for this service line from the payer.
• Reason Code: Displays adjustment reason codes (CO, OA, PR) along with the adjustment amount that was received for the service line from the payer.
• Client Responsibility: Displays client responsible amount that was received for this service line from the payer.
• Reason Code: Displays client responsible reason codes (PR) along with the client responsible amount that was received in the overall payment from the payer.
• Client Paid: Displays amount that was paid by the client for this service line in ICANotes+.
• Balance: Displays the remaining amount yet to be collected from payer / client considering the payments and adjustments that were received for the overall payment from the payer.
• Remarks: Displays remarks that were received for this service line from the payer.

Note: The PR Codes 1,2, or 3 will adjust the client responsibility amount by the amount entered and all other PR codes will record as an adjustment on the account. Refer the screenshots below for clarification.

When you enter PR-1, PR-2, or PR-3 codes, the amount will be displayed as the client's responsibility, as shown in the screenshot below. In this instance, PR-1 is utilized.

If you enter any code other than PR-1, PR-2, or PR-3, the amount will be displayed as an adjustment, as shown in the screenshot below. In this instance, PR-4 is utilized.

Enter Payments Manually Based on the ERA Report 

On the Manual Posting Worklist tab, locate the Enter New Payment button at the top of the screen to enter a new payment based on the newly received ERA report. 

Clicking this button opens the Enter Payment Information screen as shown below.

• Payer: Select the payer name who has released the payment.
• Payer ID: Enter the Payer ID for the selected payer.
• Payment Date: Enter the payment date when the payment was received. 
• Payment Amount: Enter the payment amount received from the selected payer.
• Transaction Type: Displays transaction type for the payment. It appears as Insurance Payment.
• Transaction Code: Displays transaction code for the payment. It appears as Account Payment.
• Source: Select source of the payment from the dropdown. It can be Check, EFT, ACH, or Other.
• Reference#: Enter the reference number for the source of the payment.

After you select / enter the details, click the Save Payment Information button. The next step is to add claims for payment distribution.

Add Claims to Manually Entered Insurance Payment 

Once you enter payment information, the next step is to add claims for which the payment is received from the insurance. 

On the Enter New Payment screen, click the Add Claims button as shown in the screen below:

When you click the Add Claims button, the following screen opens to add the claims.

Search for desired claims using the following criteria. You can utilize a single parameter or all parameters to find the desired claims.

• Client's Name or Chart ID
• ICANotes+ Claim Number
• Service Date

Based on your search criteria, the claims will appear as shown below. Select the relevant claims and click the Add Selected Claims button.

Once you add claims, you can post payment in the system for the selected claims. Review the details and click the Post Payment button.

• Post Payment: Click this button to post payment for the claims. When you post payment, the system distributes the charges in the respective accounts and displays the success message as shown below: 

 Note: The Payment Amount and Distributed Amount must align for the Post Payment button to become clickable.

• Save and Continue: Click this button save the payment details you have entered up to this point. You will stay on the same screen, where you can either edit the payment details or add more claims for this payment.

• Save and Close: Click this button to save the payment details you have entered up to this point. Later, you can edit such payments to enter the missing details. This option allows you to save the details and return to the worklist. 

• Cancel: Clicking this button will cancel all the changes and return to the worklist. When you click the Cancel button, a warning message appears as shown below.

• At the top-left corner of the screen, the breadcrumbs enable you to navigate back to the worklist or Dashboard. Below is a snapshot of the breadcrumbs.

Post Payment for the Claims with 'Ready to Post' Status in a Batch 

On the Manual Posting Worklist tab, select one or more insurance payments with Ready to Post status and click the Post Payment button as shown in the screen below. The payment amount will be distributed in the selected claims as per the entered details.

By default, payments with all the statuses will appear on the screen. You must click the three dots and filter the payments by selecting the "Ready to Post" status.

Manual Payment Posting Entry in the Account Ledger 

Once the payment received from the ERA report is successfully posted for the clients, the system will automatically distribute the payments and adjustments in the Account Ledger section as shown in the screen below.

Remove Claim for the Distributed Payment 

On the Enter Payment screen, locate the Remove button on the far right side on the screen that allows you to remove claim payment for the distributed / non-distributed payments. For the distributed claim payments, the distributed amount for the manually entered insurance payment is reduced by the deleted claim payment amount. 

When you remove the claim payment, a confirmation message appears as shown below. 

Ability to Edit Manually Entered Insurance Payments 

On the Manual Posting Worklist tab, when you select the insurance payment line, the Edit button appears in the action tool bar on the top as shown below.

Note: You can only edit payment details for the "Not Ready" and "Ready to Post" statuses. Please ensure that you have only selected a single line item to edit the payment details. Edit button appears disabled when you select more than one line item.

When you click the Edit button, the following screen appears that allows you to add claims / update payment distributions.

Show Distributed Payments  

Distributed Payments: These are the claims where the sum of the service line payment amounts equals the claim payment amount. Such payments are indicated with green check.

Upon entering new payment information, including claims and saving the distributed payments, when you subsequently edit the payment details (as depicted in the screenshot below), you will be directed to the next screen to enter payment information for the remaining service lines.

When you click the Edit button, the following screen will appear, as depicted below. By default, only the remaining service lines requiring payment details will be displayed. If you wish to review previously distributed payments, select the 'Show Distributed Payments' checkbox.

Show Distributed Payments: Select this checkbox to display previously saved payment distributions.

When you select the Show Distributed Payments checkbox, the payment distributions you saved earlier will appear as shown in the screen below. Clear the checkbox to hide the distributed payments from the screen.

Display Warning for Unsaved Distribution 

When you attempt to navigate out of the distribution payment screen, you will see a warning message as shown in the screen below. You can save the work before navigating to any other screen.

Ability to Delete Manual Payment Entry 

Within ICANotes+, you have the capability to delete manual payment entries that have not yet been posted. However, once posted, deletion is not possible.

On the Manual Posting Worklist tab, upon selecting payment entries labeled with either "Ready to Post" or "Not Ready" status, you will find the Delete link highlighted in the screen below.

Please note: The Delete Payment link is inaccessible for Posted ERAs.

When deleting the manual payment entries, the system displays the confirmation message as shown below. Only upon your confirmation, the system deletes the entries.

Once the payment is deleted successfully, the following message appears.

Tooltips on the Disabled Action Buttons 

Some action buttons may be disabled for particular actions. For instance, the Post Payments button is only enabled when claims with the 'Ready to Post' status are selected; it remains disabled for 'Not Ready' and 'Posted' statuses. Hovering over the disabled button will display a tooltip, as depicted in the screen below.

Likewise, the Edit button is activated only when a single line-item is selected (with either 'Not Ready' or 'Ready to Post' status). It becomes disabled if a Posted line-item is selected in the list. Hovering over the disabled button will reveal a tooltip, as illustrated in the screen below.

The Delete button is only active for line-items with 'Not Ready' and 'Ready to Post' statuses. If a line-item with a 'Posted' status is selected, the Delete button will appear disabled. Hovering over the disabled button will display a tooltip, as shown in the screen below.

Ability to Post Payment for the Claim Submitted Outside ICANotes+  

Practices using a system other than ICANotes+ to submit claims can post payments within ICANotes+ to those encounters. This includes submitting claims through insurance portals, paper claims, etc. The practice user must mark the encounter as billed, which will move it to the Billed Encounters list.

Follow these steps to post payment for the claim that has not been submitted in ICANotes+.

1. Navigate to Dashboard > Billing Worklist > Unbilled Encounters tab. 
2. Select an encounter that has been submitted from the other system (not from ICANotes+.)
3. In the Actions dropdown, select the Mark as Billed option.

4. The encounter will appear in the Billed Encounters tab as shown below:

5. Navigate to Dashboard > Payments Worklist > Manual Posting Worklist tab.

6. Click the Enter New Payment button.

7. Enter payment information and click the Save Payment Information button.

8. The following screen will appear. Click the Add Claims button.

9. On the Add Claims screen, search for the client for which the claim has been submitted outside ICANotes+. 

10. Select the client from the list and click the Add Selected Claims button.

11. The following screen will appear. Enter the payment details and click the Post Payment button.

12. You will see a success message as shown below that the payment has been posted successfully.

FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.

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Need additional assistance?

Phone: 443-203-5857 

Text: 866-301-0085

Email: ticket@icanotes.com

Chat: http://app.icanotes.com 

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Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.