User Guide — Remittance Record Types Summary

A CCP Discrepancy record represents a difference between the amount that was received from U.S. Bank for credit card deposits and the amount that was actually posted in athenaOne. Amounts will offset each other on consecutive days. These discrepancies usually occur due to processing delays.

Deposit Location Error Correction records are created when athenahealth fixes an error where Mailbox funds were deposited into the wrong bank account.

• A negative record is created after the funds have been removed from the wrong account. athenahealth will find the corresponding Incorrect pay-to provider/group record and close both records.

• A positive record is created when the funds have been moved to the correct account. athenahealth will remove the remittance from the wrong location and copy it to the correct one for posting.

A Deposit Reconciliation record represents check deposit batches for a particular day (after accounting for deposit delays) that do not sum to the check deposits found in the bank's deposit information at the end of the day. Records can be positive or negative, and will generally offset in later days.

An Encoding Error Correction record represents an incorrect deposit amount, created by an error in reading the check amount. This error results in athenaOne deposit batches that do not sum to the U.S. Bank deposit amount.

A Foreign Check Deposit record represents the amount deposited for a check drawn on a foreign bank after it has been converted to US funds through U.S. Bank.

A Capitation Payment record contains payments received under a capitation contract.

A Capitation Roster record contains information about how much money is allocated to each provider covered under a capitation payment.

A Collection Fee record represents the fee assessed by the collection agency to service this patient's account.

A Collections Discrepancy record represents remittance received from a collection agency for an athenaOne patient who is not in collections, or for whom the remittance details do not match the information in athenaOne.

A Collections Overage record represents a payment from a collection agency which exceeds the amount owed by the patient.

A Collections Return Item record represents a reversal of recovery from a collection agency.

An Unmatched Collections Charge record represents any of the following:

• Payment or bill from a collection agency that does not match the records in athenaOne
• Payment or bill from a commercial payer for a balance that is currently out to collections
• Court fee reduction in payment received from a collection agency

A Check Amount Mismatch to Lockbox Detail record represents a difference between a true check amount from review of remittance, and the check amount listed by the bank in the deposit batch detail.

A Deposit Batch Amount Error record represents a discrepancy between the deposit total listed in the deposit batch and the total sum of the payments included in the deposit.

A Duplicate Check record represents a payment previously posted in athenaOne.

A Dual Posting Offset record represents the amount needed to balance the payment batch and deposit batch used during the posting of remittance received for a dual-posting-enabled bank account.

The Dual Posting Routed Record type represents payments that have been or will be posted in the partner context for Dual Posting clients (ex. claims for the other context).

A Balance Forward record represents money used to account for the difference between the remittance payment amount and the sum of claim payments in the remittance. athenahealth creates a Balance Forward when the difference in claim payment amount and remittance payment amount is due to a non-claim specific account receivable set up by the insurance payer.

A Provider Takeback record represents funds deducted from a payment amount, without charge-level detail.

A Readjudication Notice record represents a notification from the payer indicating a new adjudication to a previously processed claim, that is, a determination change that results in a different level of reimbursement. The change in payment is made non-financial in the batch by the reporting of a batch exception that fully offsets the change in claim-level reimbursement.

The Rebate Check record type represents a payer refund to the practice for money that the practice originally sent the payer. A Rebate Check record represents a payer refund to the practice.

A Refund Acknowledgement record represents a notification from the payer that they received a provider-issued refund.

A Refund Acknowledgement Offset record is created to balance out the corresponding Refund Acknowledgement.

A Refund Request Letter record represents a request from the payer for the return of full or partial payment from the practice, for funds paid in error.

A Check Deposit record represents a check received without a corresponding paper remittance advice showing claim level detail.

An EFT Deposit record represents an electronic funds transfer (EFT) deposit created in an athenaMailbox client's account, without matching claim level detail for posting.

A Remittance Advice Received record represents an EOB received without a check.

A Cashed Check record indicates that a client's refund check, sent to a patient or insurance payer, has been cashed. The record will match to a Cut Refund Check record. This type is to be used by the client only for reconciliation purposes.

A CCP Chargeback record represents a credit card charge that has been contested. It can be negative (reversal of previously posted credit card payment) or positive (overturn of previous reversal; credit card transaction will be paid).

A Cut Refund Check record represents a client refund issued through the client's U.S. Bank account. The remit record acts as a placeholder until the check has been cashed (see Cashed Check).

An Offset record represents a placeholder, either for the client to balance out a refund made to a patient or insurance company, or for athenahealth to balance complex posting items.

A Payer Debit record represents a system created record indicating that a payer has debited funds from a client U.S. Bank account.

A Returned eCheck record represents an adjustment to a previously deposited eCheck to a client's account in which U.S. Bank has reversed the deposit.

A Returned Item record represents an adjustment to a previously deposited paper check in which U.S. Bank has reversed the deposit.

A TOS Deposit Batch Discrepancy record represents a placeholder to reconcile a Time of Service deposit batch.

These records are automatically created if a user creates a TOS Deposit Batch whose deposit amount does not match the included payment batch totals. That user is prompted to add a discrepancy note when she takes this action of inputting a non-matching deposit amount.

This remittance record balances and records that discrepancy for later accounting review.

If you need to modify a TOS Deposit discrepancy remittance record, determine whether the payment batch is tied to a deposit batch and follow the appropriate steps.

A Voided Payment record represents the funds from a payment which was voided upon receipt of a Returned Item or Returned eCheck, and offsets the returned item.

An American Express Fee record represents the percentage of money taken out of the total funds deposited into the client's U.S. Bank account as a fee for American Express credit card services.

A Deferred Compensation Withholding record represents a reduction to paid claim information, in which payment has been withheld and deposited in the provider's designated retirement account for deferred compensation.

An Interest record represents an interest payment that cannot be associated with a specific claim, or interest charged due to Medicare takeback process.

An IRS Tax Withholding record represents posted payment information associated with a remittance; however, a check was not issued as funds were withheld due to an IRS tax levy.

A Management Fee record represents payments for practice non-claim related administrative fees such as lab or facilities fees.

A Nonpatient Cash Record represents cash purchases made in the provider's office for items not related to medical claim charges. These purchases are typically non-medical goods that a practice may sell, such as diet bars, nutritional supplements, creams, lotions, or even soda.

A Non Patient CCP Record represents CCP purchases made in the provider's office for items not related to medical claim charges. These purchases are typically non-medical goods that a practice may sell, such as diet bars, nutritional supplements, creams, lotions, or even soda.

A Non-Service Payment record represents remittance for services unrelated to athenaOne claims.

A Check Amount Different than Remittance Amount record represents a discrepancy between the total paid claims itemized on an EOB to the total amount paid in the check.

A Check Tracer — Deposit Confirmation record represents a copy of both sides of an original check, showing deposit information.

An ERA Segment Parse Failure record represents an electronic remittance from payer that may contain a data corruption or other technical problem which prevents athenahealth from processing and posting the file.

An Incorrect Pay-To Provider/Group record represents remittance received for which the name or address listed as the payee does not match any of the approved payee names on file.

A Live Check record represents a copy of an uncashed check that could not be successfully deposited due to a wide array of "return types." The original check has been returned to the client for posting in their lockbox account.

A Previously Deposited Check Processed record represents a check present in a payment batch that has previously been processed by data entry and returned to athenahealth.

A TOS remit record represents payments in a Time of Service batch that are not associated to a patient account at the time of collection.

An Unknown remit record represents records that were not properly recorded in our system initially.

An Unreadable record represents an unclear EOB that cannot be posted due to illegible remittance details.

A Medical Record Payment record represents payment for copying and transmitting patient medical records.

The Missing Patient Statement record is created when a patient payment is received without the mailed statement and athenahealth is unable to locate the appropriate patient account or identify the payment as related to a foreign system. A Missing Patient Statement record represents patient payments received without the patient statement when athenahealth is unable to locate the appropriate patient account or post to a foreign system.

A No Matching Charge/Patient record represents a payment received in which the EOB information does not correspond to a unique patient or charge in athenaOne.

An Unmatched athenaOne Record represents a payment received with an athenaOne control number, but the other identifying information on the item is inconsistent with the corresponding claim.

A Voided Charge record represents a payment that cannot be posted in athenaOne as the client has voided original claim or charge.

If you routinely receive payments belonging to other systems along with remittance belonging to athenaOne, we can have these records automatically identified and sent to your other accounting system. These records appear in athenaOne as Route to Foreign System unpostable.