Check Tracker

athenaCollector

Customers who use the athenaMailbox service have athenahealth receive payments and facilitate deposits on their behalf into U.S. Bank.

Use the Check Tracker page to track the status of checks for your organization as they are being processed by athenahealth.

 

On the Main Menu, click Financials. Under PAYMENTS, click Check Tracker.

 

 

 

The Check Tracker page is available to all users who have access to the Submit Remittance page.

 

You must have one of these roles:

  • Billing Admin: View Unpostables
  • Billing Staff - Collector
  • Management - Collector
  • Finance - Collector

 

 

 

 

Customers who use the athenaMailbox service have athenahealth receive payments and facilitate deposits on their behalf into U.S. Bank.

 

Use the Check Tracker page to track the status of checks for your organization as they are being processed by athenahealth.

  • Use filters to search for checks by check number, check amount, and date range.
  • View detailed status and history of each check as it moves through processing until its final status.
  • Foreign checks (checks having non-conforming Magnetic Ink Character Recognition (MICR), including Canadian checks) are currently out of scope.

 

Tip: Click the image to see an expanded view.

 

Benefits:

  • Provides visibility into the status of checks sent to athenahealth for your organization

  • Enables you to track the status of checks without having to contact athenahealth

 

 

 

 

  1. On the Main Menu, click Financials. Under PAYMENTS, clickCheck Tracker. The Check Tracker page appears.

  2. Use the filters to specify the criteria for your search. See Field Reference > Filters for details.

  3. Click Search.
  4. The search results appear in a table. See Field Reference > Search Results for details.

  5. Click a specific Check Number to view the detailed status pane. See Field Reference > Detailed Status for details.

 

About the search results:

  • If the search results exceed 100 records, only the top 100 records will be displayed. Update your filter criteria to narrow your search.
  • Some search results details and check images may be unavailable when the check is in Received or Under Review status.
  • Details displayed in the search results may change as the check moves through review, due to factors such as the quality of the check image.
  • Check data is based on machine-readable scanners followed by human intervention.

 

 

 

 

Yes, the Check Tracker only displays checks that athenahealth received for your context/practice.

 

 

Yes, the check deposit details displayed are from the automated U.S. Bank data feed into athenaOne.

 

 

The check status information is refreshed on demand/near real-time. When you search for a check, the Check Tracker shows the current data and check status in athenaOne.

 

 

 

 

Filters
Check Number

Enter a check number.

This field also supports "contains" search.

For example, enter value "256" to find all checks with a check number that contains "256".
Check Amount between

Enter a minimum and maximum dollar amount.

  • If only a minimum amount is entered, then the search includes that integer up to 2 decimal points.
    • For example, if you only enter $30 minimum, athenaOne will search for checks with a dollar amount of 30 to 30.99.
  • If only a maximum amount is entered, then the search uses the previous integer.
    • For example, if you only enter $30 maximum, athenaOne will search for checks with a dollar amount of 29.01 to 30.00.
Date range

Select the From Date and To Date, based on the date the check was received by athenahealth.

  • From Date — Defaults to 90 days prior to the current date.
  • To Date — Defaults to today.
  • You can search up to 180 days prior to today
Search Results
Check Number The check number.
Check Amount The amount of the check.
Date The date the check was received by athenahealth.
Status

The status of the check processing:

  • Received — athenahealth has received and scanned this check. It is currently making its way through our manual review processes.
  • Under Review — This item has been scanned but not yet deposited. Each check goes through several digital and manual review steps to ensure it is deposited and posted correctly. Over 95% of all items in this status will be deposited the same day. If this item requires additional review, you will see this in one of the statuses below.
  • Reviewed — All review steps have been completed for this check.
  • Rejected at Athena — athenahealth has determined that this image should not be processed as a check by athenahealth. This may be because the item is a duplicate or not actually a live check. If you believe this to be an error, please verify first that the item was not processed through a different batch.
  • Sent to bank — The check has been sent to US bank for deposit.
  • Deposit in progress — The check has been reviewed by our Financial Processing Services team and has been delivered successfully to US bank for deposit.
  • Deposited — The check has been deposited into U.S. Bank. The batch is now going through the posting process.
  • Returned by Bank — The check was sent to the bank for deposit, but subsequently returned or rejected. The posting for this item will be reviewed and corrected if needed. It will also re-trigger any open claim or payment work. If the rejection or returned reason is due to an athenahealth error, athenahealth will correct the issue and re-submit the check for deposit.
Detailed Status
Check No

The check number.

Click View Image to view an image of the paper check.
Check Amount

The amount of the check.
Payment batch

The athenaOne payment batch number.

Click the batch number to view the status of the batch.
Check Date The date the check was received by athenahealth.
Status tracker

The check processing stages with a green checkmark for completed steps:

  • Check Receipt
  • Check Process
  • Check Deposit
History

List of processing events with date and time.

  • Received by athenahealth — Date, Time, Source
  • Reviewed by athenahealth — Date, Time
  • Rejected by athenahealth — Date, Time, Reason
  • Sent to bank — Date, Time
  • Deposit in process — Date, Time
  • Check deposited — Date, Time, Bank, Account number, Amount
  • Returned by Bank — Date, Time, Returned Reason

 

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