This Knowledge Base guide covers the workflow for using Manual Post Payments in Patient Accounts to manually post an insurance payment – as opposed to auto post – for the purposes of electronically billing the secondary payer. Please note, if your group does not have access to the Manual Post Payments module, please have a Group or Security Administrator call Support to have it enabled. Contact information is included at the conclusion of this guide. 

Start by navigating to Patient Accounts from the Chart Room, then Manual Post Payments

Use the patient search filters at the top left to search for all applicable patients related to the insurance payment you are posting/in the EOB. Filters for Service Date, Clinician, Insurance, and Balance Type, as well as the ‘Show’ options underneath (Charges with Outstanding Balances, Charges with Any Balance, All Charges and Show Clinicians) can be used together to find all patients on the EOB.

Click Search to load patient results.

In the top-right section, enter the check/EFT information from the payer, including Type, Payment Date, Source, Payer, Check number, and Full Amount.

Example: Posting an EOB from the primary payer, with payment information entered into Manual Post Payments

Once you’ve found your patients and entered in the check information, you can begin applying payments.

Type the allowed and paid amounts in their respective fields in each itemized claim. As you enter amounts into the Paid field, the green Payment Information fields at the top right of the screen will automatically calculate how much of the check remains to be posted.

For adjustments, click the blue + icon to open the Edit Adjustment window

In the Create Adjustment window, use the dropdown fields to set the adjustment code, including Type (CO, CR, OA, PI, PR), Code, Amount, and if applicable, Units. The Type and Code fields are both dropdowns, but will also accept free-text entries.

Click the blue + icon for each adjustment, adding as many as are necessary from the EOB. Additionally, you have options for changing the responsibility of any remaining balance and create a Billing or Statement Note. Within the Adjustment window, the Omit checkboxes can be checked to situationally omit the adjustment from the subsequent 837 (for electronic billing), or omit from posting. If choosing to Omit from Posting, the adjustment will display with the payment information in Patient Accounts, but the amount of the adjustment will not be calculated into the balance.

Tip: Aren’t sure what a button or checkbox does? Hover your mouse over it to see a brief tool tip explaining the feature.

Before posting, check the Unapplied amount from the Payment Information section at the top right of the screen. If an unapplied balance remains, you’ll receive a prompt. The remaining balance may be recalled later in Manual Post Payments by searching for the check number, as highlighted in yellow below:

Click to Post Payments.

You’ll be prompted with a confirmation: Please verify that you want to post all currently entered payments

And once the payments have posted, another prompt will display: All payment(s) have been successfully posted.

Now that the primary EOB has been posted, if you intend to bill the secondary payer, navigate to the Billing/Productivity Report to prep the claims as Secondary with Primary.

You must prep and submit in this fashion (as opposed to Secondary Only, or one of the Primary options) in order for the Coordination of Benefits to populate correctly to the secondary payer.

Prep as Secondary

Choose Secondary with Primary

Once prepped, you can easily check the ANSI to ensure the Coordination of Benefits is present. Click the prepared box to view the claim.

To the right of the CMS 1500 preview, click to View ANSI 837

The Coordination of Benefits is contained within the areas highlighted below in green:

Once claims are prepped for Secondary with Primary, click to Submit Selected Claims (or Submit Claims).

Using Manual Post Payments to electronically bill secondary claims is a relatively new feature. If you encounter rejections, issues, or need further assistance, please reach out to our Support team at (443) 569-8778, or schedule a consultation with a product specialist online at https://www.icanotes.com/live-demo/.