Edit Payment Batch

athenaCollector

This page allows you to edit a payment batch and to close an open payment batch.

 

On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Payment Batches. On the Manage Payment Batches page, enter filter information and click Filter batches. Locate the payment batch in the list and click update

 

 

 

  1. Display the Manage Payment Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Payment Batches.
  2. Use the filter fields to locate the batch that you need, and click the update link for the batch.
    The Edit Payment Batch page appears.
  3. Edit fields as needed. If you change the amount in the Total payment batch amount target field, athenaOne prompts you to edit the deposit batch amount so that the deposit batch balances.
  4. Click Save.

 

 

Review all transactions in the out-of-balance payment batch

  1. Display the Manage Payment Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Payment Batches.
  2. Use the filter fields to locate the batch that is out of balance, and click Filter batches.
  3. Click the update link for the out-of-balance payment batch.
    The Edit Payment Batch page appears.
  4. Actions — Click View detail for batch #XXXX.
    The Payment Batch Detail page appears.
    Note: Transactions in yellow affect your batch total.
  5. Verify that the transactions in the payment batch are correct.
    Note: Depending on the age of the batch, you may need to do additional research — such as verifying transactions on your bank statements — before you can correct your out-of-balance batch.

Transactions in your payment batch are correct and the payment batch is associated with a deposit batch

  1. Display the Edit Payment Batch page.
  2. Actions — Click Edit deposit batch #XXXX.
    The Edit Deposit Batch page appears.
  3. In the Enter Deposit Batch section, update the Deposit Amt field with the correct deposit amount for the batch.
  4. In the Payment Batch Detail section, update the Target Amount field for the associated payment batch.
    Note: Lines highlighted in yellow represent open payment batches associated with this deposit batch.
  5. Click Save.
    Your payment batch is now balanced.
  6. Display the Payment Batch page to close the batch. (On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Begin/End Payment Batch.)

Transactions in your payment batch are correct but the payment batch is not associated with a deposit batch

  1. Display the Edit Payment Batch page.
  2. Actions — Click View detail for batch #XXXX.
    The Payment Batch Detail page appears.
  3. Take note of all transactions and their associated activity.
  4. Void all payments that were posted.
  5. Post all payments that were voided.
    Your payment batch should now be $0.00.
  6. Display the Payment Batch page to close the payment batch. (On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Begin/End Payment Batch.)
  7. Display the Manage Deposit Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches.
  8. Click Create New Deposit Batch.
    The Prepare Deposit Batch page appears.
  9. In the Enter Deposit Batch section, complete all required fields:
    1. Deposit Date — Enter the date that the funds were deposited into the bank.
    2. Bank Account — Select the bank account where the funds were deposited.
    3. Deposit Amt — Enter the total amount of your payments, refunds, and voids.
    4. Bank Deposit Type — Select Cash & Checks.
    5. Notes — Enter detailed notes regarding your corrections.
  10. In the Enter Payment Batches section, complete these fields:
    1. Target Amount — Enter an amount equal to the deposit amount.
    2. Notes — Enter detailed notes regarding your corrections.
  11. Click Save.
    The Edit Deposit Batch page appears.
  12. In the Payment Batch Detail section, click update next to the newly created payment batch.
  13. Opened by — Click the assign to [yourusername] button.
  14. Click Save.
  15. You can now post and void all transactions to balance the payment batch.
  16. After all transactions are accounted for, display the Payment Batch page to close the batch. (On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Begin/End Payment Batch.)

Transactions in your payment batch are incorrect

In most cases, incorrect transactions are the result of users attempting to post or void transfers and adjustments on claims who unintentionally post or void a payment.

  1. If a payment was posted in error, void the payment from your payment batch.
    Note: You can also void payments from the associated claim.
  2. If a payment was voided in error, display the Claim Edit page for the claim and repost the payment by clicking the Post payments/adjustments link at the top of the page.
  3. After all payments are voided, reposted, or both, display the Payment Batch page to close the batch. (On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Begin/End Payment Batch.)

 

  1. Display the Manage Payment Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Payment Batches.
  2. Use the filter fields to locate the batch that want to close, and click the update link for the batch.
    The Edit Payment Batch page appears.
  3. When the Out-of-Balance amount (shown on Payment Batch Status Summary) is zero, you can close the payment batch.
  4. Click Close This Payment Batch (button appears for open batches only).

    Note: If you cannot close your batch because it is out of balance, correct or undo the actions, so that the batch total matches your batch target.

 

 

  • 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.

 

Department

This field appears for time-of-service batches only.

The login department of the user who opened the payment batch.
Post Date

The post date of the batch (appears for time-of-service batches only). athenaOne uses this date as the default post date when payments are posted into this batch.
Date opened

The date that the payment batch was opened.
Opened by

The username of the person who opened the payment batch.
Deposit date

The date the payment batch was deposited (same as the associated deposit batch's Deposit Date).
Deposit batch ID

The athenaOne-assigned ID of the associated deposit batch.

When a payment batch is created, athenaOne records who prepared the batch and includes this information in the Deposit Batch ID field.

Total payment batch amount target

This field appears for non-time-of-service batches only.

The total target amount for the payment batch.

Notes

Contains sort options for payment list.
Split by

Payment batches are sometimes split so that one payment batch contains a single remittance check.

This field shows whether an athenahealth staff member split a payment batch.

This field improves our ability to validate our Minimum Service Commitment (MSC) data for payment posting, which applies only to payment batches prepared by athenahealth users.
Actions
  • View detail for batch #XXXX — Displays the Payment Batch Detail page.
  • EOB (batch) — Not available for athenaCollector (No Posting) clients.
  • View batch unpostables — Displays the Find Unpostables page.
  • Show scanner cover sheet — Not available for athenaCollector (No Posting) clients.
  • Add Unpostable — Displays the Add Unpostable page directly from within a payment batch, instead of going to an existing unpostable record first, simplifying your workflow.

 

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