Incorrect Pay-To Provider/Group Type

 

An Incorrect Pay-To Provider/Group record is created when athenahealth receives payments or remittances that are not affiliated with your practice and are meant for another institution or entity.

 

You can determine this by examining the payee name on the check, as well as the information provided on the EOB.

 

athenahealth reviews these records and determines the root cause of the error.

• athenaMailbox error: athenahealth creates an adjustment case, and the mailbox team moves the funds to the correct tablespace/bank account.
• Lockbox error: athenahealth returns the record to you. Please contact your lockbox and have the funds moved appropriately.
• Payer error: If athenahealth determines that funds were sent by the payer to the incorrect practice/provider, athenahealth returns the record to you. Please review and contact the payer because a refund may be necessary. If a refund is required, follow the procedure in the "To refund an Incorrect Pay-To Provider/Group unpostable" section.

 

If the remittance record is assigned to athenahealth, athenahealth will work with U.S. Bank to correct the deposit. You do not need to work this remittance record at this time. We are working to resolve it for you.

 

Occasionally, an incorrect payment is identified as originating from your non-athenahealth lockbox service. When this occurs, athenahealth will forward the record to you for completion. Please contact your lockbox service to move the funds appropriately and close the record.

 

athenahealth will identify payer errors. If the funds were deposited in your U.S. Bank account in error by the payer, refund the payer. Follow the procedure in the "To refund an Incorrect Pay-To Provider/Group unpostable" section.

 

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 Incorrect pay-to provider/group.
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 Incorrect pay-to provider/group 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 the Select an action to resolve or reassign record heading, select the Update status and reassign record option.
11. Update status — Select Refunded Payer.
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.

Locate the unpostable to be refunded

2. Enter or select the search criteria to display a list of unpostable items.
3. To access individual unpostable records, click a group name to expand the list of individual records in that group.
4. Click the linked unpostable ID number to display the Remittance Record page in the Workspace.
5. 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

6. On the Remittance Record page, under the Payment Batch heading, click Create New Batch. The Prepare Deposit Batch page appears.
7. Scroll down to the Enter Deposit Batch heading.
8. Deposit Date — Enter today's date as the deposit date.
9. Bank Account — Select the bank account.
10. 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). You should write down this amount because you will be using it throughout this process.
11. Bank Deposit Type — Select the bank deposit type. Generally, you should select Cash & Checks.
12. Checks Deposited By Site? — Select Yes.

Under the Enter Payment Batches heading

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

On the Edit Payment Batch page

19. Click the assign to (your username) button under the Opened By heading. The page reloads.
20. Click Save.
21. Click the record ID link in the Unpostables Worklist to redisplay the Remittance Record page.

Update the Remittance Record/Unpostable as a refund

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

Create the offset unpostable record

27. 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).
28. Type — Select Offset.
29. Note — Enter a note indicating "refund for remittance record ID#___."
30. Click Save.
31. 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

32. Click Generate Worklist at the top of the page. The offset remittance record/unpostable you created appears in the Task Bar.
33. 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

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