Check Amount Different than Remittance Amount Type

 

A Check Amount Different than Remittance Amount record is created to balance a batch when the remittance total does not equal the check total.

 

 

If athenahealth determines that the amount in the remittance record results from a payer error and the amount is less than $1.00, the record is returned to your practice for review. Please close the record by recording the funds in your General Ledger.

 

If athenahealth is unable to resolve this remittance record, it is returned to your practice for review as "Determined not Postable to athenaOne." If you are able to determine the claim-level posting information, return this record to athenahealth for posting.

 

If athenahealth determines that the record represents an overpayment and we are unable to match the record to a claim, the record is returned to you to issue a refund. Please follow the refund payer policy.

 

Some discrepancies are a known issue with a payer. Generally, the correct information can be located on the payer's Web portal. In these cases, athenahealth will retrieve the information from the portal and correct the posting. If athenahealth does not have Web portal access, we will assign the record to practice responsibility to request the necessary portal login information.

 

1. Display the Find Unpostables page: On the Main Menu, click Financials. Under PAYMENTS, click Unpostables. In the left menu, under UNPOSTABLE REMITTANCE, click Find Unpostables.
2. Unpostable status — Select OPEN.
3. Responsible party — Select Practice.
4. Unpostable type — Select Check Amount Different than Remittance Amount.
5. Click Generate Worklist.
   The Unpostables Worklist appears in the Task Bar.

Display the unpostable record

6. From the worklist in the Task Bar, click the Check Amount Different than Remittance Amount bar to expand the worklist.
7. Click the linked unpostable ID number for the remittance record/unpostable in the worklist.
   The Remittance Record page appears in the Workspace.

In the Status section

8. Review the notes provided by athenahealth.
9. Take the required action described in the notes.
10. Under Select an action to resolve or reassign record, select the Update status and reassign record option.
11. Update status — Select Recorded in General Ledger.
12. Note – Enter detailed information about the actions you've taken.
13. Click Submit.

1. Display the Find Unpostables page: On the Main Menu, click Financials. Under PAYMENTS, click Unpostables. In the left menu, under UNPOSTABLE REMITTANCE, click Find Unpostables.
2. Unpostable status — Select OPEN.
3. Responsible party — Select Practice.
4. Unpostable type — Select Check Amount Different than Remittance Amount.
5. Click Generate Worklist.
   The Unpostables Worklist appears in the Task Bar.

Display the unpostable record

6. From the worklist in the Task Bar, click the Check Amount Different than Remittance Amount bar to expand the worklist.
7. Click the linked unpostable ID number for the remittance record/unpostable in the worklist.
   The Remittance Record page appears in the Workspace.

In the Status section

8. Review the notes provided by athenahealth.
9. Take the required action described in the notes.
10. Under Select an action to resolve or reassign record, select the Update status and reassign record option.
11. Update status — Select Practice Escalation – athena Review Required.
12. Note – Enter detailed information about the actions you've taken.
13. Click Submit.

 

Write the refund check and send it to the payer, then record the transaction in athenaOne.

Note: Write down the number of the refund check; you will need the check number when you create the payment batch.

 

Generate an Unpostables Worklist

1. Display the Find Unpostables page: On the Main Menu, click Financials. Under PAYMENTS, click Unpostables. In the left menu, under UNPOSTABLE REMITTANCE, click Find Unpostables.

2. Unpostable status — Select OPEN.
3. Responsible party — Select Practice.
4. Unpostable type — Select Check Amount Different than Remittance Amount.
5. Click Generate Worklist.
   The Unpostables Worklist appears in the Task Bar.

Display the unpostable record

6. From the worklist in the Task Bar, click the Check Amount Different than Remittance Amount bar to expand the worklist.
7. Click the linked unpostable ID number for the remittance record/unpostable in the worklist.
   The Remittance Record page appears in the Workspace.
8. Make a note of the amount and ID of the record. You will need this information to continue the refund process.

Create the negative deposit batch

9. On the Remittance Record page, under the Payment Batches heading, click Create New Batch.
   The Prepare Deposit Batch page appears.
10. Scroll down to the Enter Deposit Batch heading.
11. Deposit Date — Enter today's date as the deposit date.
12. Bank Account — Select the bank account.
13. Deposit Amt — Enter the deposit amount. This amount will be a negative number that is equal to the unpostable amount you are refunding (for example, if the unpostable amount is $50.00, the deposit batch total will be: -$50.00). Write down this amount because you will need to use it throughout this process.
14. Bank Deposit Type — Select the bank deposit type. Generally, you should select Cash & Checks.
15. Checks Deposited By Site? — Select Yes.

Under the Enter Payment Batches heading

16. Target Amount — Enter the target amount of your payment batch. The target amount should be the same as your deposit amount (a negative amount).
17. Check # — Enter the number of the check that you used to refund the payer.
18. Notes — Enter a note indicating "refund for remittance record ID#___."
19. Click Save.
    The page refreshes with the new information.
20. Locate the yellow Payment Batch Detail line where the Parent ID column is populated with the text "PARENT."
21. Click update.
    The Edit Payment Batch page appears.

On the Edit Payment Batch page

22. Click the assign to (your username) button to the right of the Opened by field. The page reloads.
23. Click Save.
24. Click the record ID link in the Unpostables Worklist to redisplay the Remittance Record page.

Update the remittance record/unpostable as a refund

25. In the Status section, under the Select an action to resolve or reassign record heading, select the Update status and reassign record option.
26. Update status — Select Refunded Payer.
27. Note — Enter a note indicating that this record is being refunded with an offset unpostable.
28. Click Submit to save the record with the updated record details. The unpostable changes to CLOSED status.
29. In the Payment Batch Status Summary section, click add unpostable. The Add Unpostable page appears.

Create the offset unpostable record

30. Amount — Enter the amount of the offset unpostable. This unpostable should be the exact opposite of the unpostable record that is being refunded (for example, if the unpostable record that is being refunded is for $50.00, the offset unpostable created for the purposes of refunding should be -$50.00).
31. Type — Select Offset.
32. Note — Enter a note indicating "refund for remittance record ID#___."
33. Click Save.
34. In the Payment Batch Status Summary section at the top of the page, click manage unpostables.
    The Find Unpostables page appears, with the Payment batch ID field populated with the batch you need.

On the Find Unpostables page

35. Click Generate Worklist at the top of the page. The offset remittance record/unpostable you created appears in the Task Bar.
36. In the Task Bar, click the record ID link to display the Remittance Record page in the Workspace.

Close the offset unpostable and close the payment batch

37. In the Status section, under the Select an action to resolve or reassign record heading, select the Update status and reassign record option.
38. Update status — Select Recorded in General Ledger.
39. Click Submit to close the unpostable.
40. In the Payment Batch Status Summary section, click close payment batch.

 

When setting up an access account for athenahealth to use, please use the following information when creating a username and password for the relevant payer website:

• First Name: John
• Last Name: Sundar

• Email: PayersiteXXXX@operations.athenahealth.com (replace XXXX with your context ID/practice ID/tablespace #).
  Note: This email is for registration purposes only. Please do not send communications directly to this email address.

• Phone: 470-237-1816
• Fax Number: 888-864-4377
• Address: 3 Hatley Rd., Belfast, ME 04915
• Date of Birth: 15/07/1987
• Preferred username: AthenaXXXX (XXXX = your client ID)

Note:

• After you create access for athenahealth, please update the information in the outstanding payer portal task or email the login information to payersiteunpostables@athenahealth.com.

• Please note that unpostables are not connected to payer portal tasks: submit your responses through email for impacted unpostable volume.

• Include the URL of the Web portal when providing the login credentials, as well as your client ID, tax ID number, and the medical group/individual NPI associated with the credentials

Important: Please do not enter the login information in claim notes or in a remittance record.

 

After you provide us with the Web access (or update the existing Web access), please return the remittance record to athenahealth. athenahealth will verify the credentials on the Web portal and work to obtain the remittance for posting purposes.

1. Display the Find Unpostables page: On the Main Menu, click Financials. Under PAYMENTS, click Unpostables. In the left menu, under UNPOSTABLE REMITTANCE, click Find Unpostables.
2. Unpostable status — Select OPEN.
3. Responsible party — Select Practice.
4. Unpostable type — Select Check Amount Different than Remittance Amount.
5. Click Generate Worklist.
   The Unpostables Worklist appears in the Task Bar.

Display the unpostable record

6. From the worklist in the Task Bar, click the Check Amount Different than Remittance Amount bar to expand the worklist.
7. Click the linked unpostable ID number for the remittance record/unpostable in the worklist.
   The Remittance Record page appears in the Workspace.

In the Status section

8. Review the notes provided by athenahealth.
9. Take the required action described in the notes.
10. Under Select an action to resolve or reassign record, select the Update status and reassign record option.
11. Update status — Select Practice Provided Web Portal Information.
12. Note – Enter detailed information about the actions you've taken.
13. Click Submit.