Edit Deposit Batch

athenaCollector

This page allows you to edit a deposit batch. You can:

  • Add new payment batches to the deposit batch
  • Change the deposit batch target amount
  • Display the Edit Payment Batch page

 

On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches. On the Manage Deposit Batches page, click view/update

 

On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches. On the Manage Deposit Batches page, click Create New Deposit Batch, and then click Save

 

 

 

  1. Display the Manage Deposit Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches.
  2. Target Amount — Enter the target amount of each constituent payment batch. (A new row appears each time you enter an amount.)
  3. Notes — For each payment batch, enter any notes.
    Note: If your practice assigns batches to specific staff members, you should enter the name, initials, or username of the designated staffer in the Notes field. As you enter payment batches, the Out-Of-Balance amount is adjusted.
  4. Deposit Amt — Edit the deposit batch so it equals the sum of the constituent payment batches. The Out-Of-Balance amount must be $0. (If not, athenaOne will not allow you to proceed.)
  5. To finish, click Save. The Edit Deposit Batch page appears, displaying the ID of your deposit batch in the title bar at the top of the page. At the bottom of the page is a Payment Batch Detail section, listing the constituent payment batches. Each payment batch is now listed with its payment batch ID.

 

  1. Display the Edit Deposit Batch page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches. On the Manage Deposit Batches page, click view/update.
  2. Click update for the deposit batch that you need to edit.
  3. Edit fields as needed.

    If you change the Target Amount, you must add or update the constituent payment batches so that the target amounts balance.
  4. Click Save.

    Note: Changes to deposit batches are recorded in an audit trail, so that updates and errors are traceable. You can click the show audit history link to see a detailed record of the changes, including date of change, the username, and the impact of the action.

 

  1. Display the Manage Deposit Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches.
  2. Use the search filter fields under the Open batches heading to display a list of deposit batches that meet your criteria.
  3. Click Search.
  4. Locate the batch that you need.
  5. Click the view/update link for the batch.
    The Edit Deposit Batch page appears.
  6. On the Edit Deposit Batch page, update fields as needed.
  7. Click Save.

 

  1. Display the Edit Deposit Batch page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches. On the Manage Deposit Batches page, click view/update.
  2. At the top of the page there is an "EFT Setup" section where you can view your EFT enrollment information.
  3. A link with the name of the enrollment category or insurance package appears if there is at least one medical group or provider that is enrolled for EFT for that payer.
  4. Click the linked name of the enrollment category or insurance package to see totals of all medical groups and/or providers who are either enrolled or not enrolled for EFT for that payer.
  5. Click a link to view the list of all medical groups and/or providers who are either enrolled or not enrolled for EFT for that payer.

 

 

  • Ensure that your athenaOne manual deposit batches and payment batches are opened for the correct amount.
  • Complete all fields accurately (bank account, deposit date, etc.). Do not select "Unknown" as the bank account when creating a deposit batch if at all possible.
  • Do not use manual batches to collect patient money — instead, please use the Collect Payment time-of-service money workflow for this purpose.
  • Financial actions in a payment batch should be tied to an athenaOne deposit batch, which in turn should be tied to true bank account activity for those transactions (financial actions are items such as refunds, payment posting, and payment voids).
  • Create a manual payment batch each day to post transfers, adjustments, or insurance refunds, and close the payment batch at the end of that day.
    Note: A nightly script automatically closes manual payment batches with $0 target amounts that are in balance and were opened within the last 30 days. This feature does not apply to time-of-service payment batches.
  • Do not change or void athenahealth posting. If you do, you assume full responsibility for the posting. If additional remittance is obtained from the payer or the posting needs to be changed, athenahealth may not take into consideration your posting changes. If you have posted or voided transactions, athenahealth will hold the claim and will not post until you restore the claim to its original state. athenahealth does not reconcile manual payment batches that you create.
    Note: Manual payment batches that you create are not included in the minimum service commitment (MSC).

Tip: You can download and view a .pdf copy of the paper Explanation of Benefits (EOB) on the Edit Payment Batch page. If a payment batch has a paper EOB attached to it, View attached paper (pdf) appears in the Actions field.

 

Bank Account Information

Deposit Locations (these fields are administered via the Deposit Locations page)
Name

athenaOne automatically selects the bank account for this deposit batch based on the selected Deposit Location.

Bank accounts are administered via the Bank Accounts page.
Account Type

The type of deposit batch that can be assigned to this deposit location. The type determines which deposit locations are available when you create or edit a deposit batch.

PO Box Number

The P.O. box number if this deposit location is a P.O. box. Blank if this location is not a P.O. box.

Note: All lockbox banks listed on the Bank Accounts page should have a P.O. box number entered in the corresponding deposit location.
Exclude from General Ledger?

Y indicates custom general ledger reports should exclude this deposit location.
Notes

Notes entered from the Deposit Locations page.

Bank Account (these fields are administered via the Bank Accounts page)
Name

The name of the bank account. This name should correspond to the monthly paper bank statements you receive at your practice.
Notes

Any notes about this bank account.

Medical Groups / Provider Groups
Medical Groups / Provider Groups

The medical groups that use this bank account.

For athenaEnterprise clients, this field is called Provider Groups.

EFT Setup Section
This practice has no EFT.
Setup EFT

This message appears only if the practice has no EFT (electronic funds transfer).

 

Refer to the EFT setup page for more information about EFT entries.

These columns appear for EFT entries
EFT Category

The EFT category

Effective

The effective date for the EFT entry
Expires

The expiration date of the EFT entry
Notes

Any notes entered about this EFT entry

Enter Deposit Batch
Deposit Date

Enter or select the date of the bank deposit.
Note: You cannot change this field if the deposit is from a U.S. Bank account and either of the following are true:

  • it is matched to an athenaMailbox deposit
  • it is reconciled to a bank statement
Post Date

Defaults to the deposit date. If the deposit date is within an open month, the deposit batch's Post Date defaults to the deposit batch's deposit date. If the deposit date is within a closed month, the deposit batch's Post Date is set to the current date.

 

This date allows you to report historical changes to a deposit batch's bank account, deposit amount, and deposit date.

 

Note: Charges, payments, and other types of transactions allow you to specify a post date that is available for reporting purposes. Typically, a post date defaults to the date you are creating the transaction, but post dates can be changed to past dates within an open month.  

 

See also: Post Date Reporting FAQ and Update System Closed-Through Dates.
Deposit Slip #

Enter the deposit slip number from the bank deposit slip.
Deposit Location

Select the deposit location for the new deposit batch.  athenaOne automatically selects the bank account for this deposit batch based on the selected Deposit Location.

 

Important: If you do not see an appropriate deposit location, or if you are unsure what the correct deposit location is, you should escalate the issue to your manager to resolve the question. It is very important to select the correct deposit location before you process a batch.

If the deposit location for a remittance deposit is unknown, you can select the "UNKNOWN" deposit location.



Note: You cannot change this field if the deposit is from a U.S. Bank account and either of the following are true:

  • it is matched to an athenaMailbox deposit
  • it is reconciled to a bank statement
Bank Account

athenaOne automatically selects the bank account for this deposit batch based on the selected Deposit Location.



Note: You cannot change this field if the deposit is from a U.S. Bank account and either of the following are true:

  • it is matched to an athenaMailbox deposit
  • it is reconciled to a bank statement
Deposit Amt

Enter the total amount of the deposit, including non-athenaOne funds.
Note: You cannot change this field if the deposit is from a U.S. Bank account and either of the following are true:

  • It is matched to an athenaMailbox deposit
  • It is reconciled to a bank statement
Out-Of-Balance

Displays the difference between the Deposit Amt and the sum of the payment batch amounts you will enter (see below).

Bank Deposit Type

Select the bank deposit type of the deposit batches you want. This field describes by what means the deposit was made at the bank; such as by Cash & Check, Electronic Funds Transfer (EFT), MasterCard & Visa, etc.).

Note: You cannot change this field if the deposit is from a U.S. Bank account and either of the following are true:

  • It is matched to an athenaMailbox deposit
  • It is reconciled to a bank statement
Checks Deposited By Site?

Select Yes to indicate that the checks in the deposit batch were deposited by the practice.

athenahealth recommends that you do not change this selection if it has been set by athenahealth Staff. The selection has no audit trail, so we cannot recover that information.
Notes

Enter any notes about this deposit batch.

Enter New Payment Batches
Seq #

System-assigned sequence number of the payment batch.
Target Amount

The target amount of the payment batch.
Route

Select the route for the payment batch. (Does not appear for athenaCollector (No Posting) clients.)
Check #

Enter the check number for the payment batch.
Notes

If your practice assigns batches to specific staff members, you should enter the name, initials, or username of the designated staffer in the Notes field.

Payment Batch Detail
id

The system-generated payment batch ID.
parent id

If the payment batch was split from another payment batch, the parent id column displays the original payment batch's ID.

 

If the payment batch was not split from another payment batch, the parent ID column displays PARENT.
target amount

The target amount of the payment batch.
current unpostables

The total remittance record/unpostable amount recorded so far.
current payments

The total payments posted so far.
route

The payment batch route ("Manual" indicates this batch is posted manually using the Post Payment page).
paper

For use by athenahealth staff only.
check #

The check number of the payment.
notes

Any notes entered about this payment batch (via the Prepare Deposit Batch page or the Edit Payment Batch page).
opened

The date the payment batch was opened by the payment poster.
by

The username of the use who opened the batch.
closed date

The date the batch was closed. OPEN indicates the batch is not yet closed.

 

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