Remittance Advice Received Type

athenaCollector

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

 

Generally, payers send payment separately from the detailed remittance advice used to post the payments to specific claims and charges. When athenahealth receives an EOB without a payment, a zero-dollar Remittance Advice Received remittance record is created and tagged with identifying information. The associated claims are also tagged with identifying information and kicked with the kick code REMITRECEIVED.

 

This process ensures that the information on the EOB is scanned and documented in athenaOne, so that upon receipt of the payment, the transactions contained in the EOB can be posted.

 

 

 

When athenahealth receives the payment from the payer, we associate the documents and close the remittance record. If athenahealth determines that the EOB associated with the Remittance Advice Received remittance record contains only non-athenaOne claims, the record is returned to you for review.

 

If, upon your review, you are able to locate athenaOne claims in the EOB, please use the Return to athena with matching charge: Find Matching Charge option in the remittance record to update the record with the posting information and return it to athenahealth for resolution. Otherwise, if there are indeed no athenaOne claims, please close the record as "Posted to Foreign System."

 

If we cannot confirm payment with a payer, athenahealth forwards the remittance record to you so that you can consult your records for evidence that the payment was received and processed. Upon receipt of these records, obtain the deposit details, fill out the required fields, and then return the record to athenahealth with the action "Confirm Deposit." athenahealth will post the funds accordingly.

Note: If the "Confirm Deposit" action is not available, select the "Update status and reassign record" option, and then select "Funds Deposited in Practice Account" from the menu.

 

Remittance Advice Received records must be worked in a timely manner. Any records sent to the practice for confirmation of deposit are automatically posted after 90 days under the assumption that the practice has received payment. If no payment can be located at your office or any bank accounts, you must follow up with the payer. Apply the event "Payment Not Received – Payer Escalation Required," which will leave the record open in your bucket and prevent later auto-posting. After payment is received, the Remittance Advice Received record can be matched to the payment or sent to athenahealth for posting using the "Confirm Deposit" or "Funds Deposited in Practice Account" option.

 

 

 

On the Unpostables Dashboard, locate the Remittance Required unpostable category. You can pause your cursor over a category to display a list of all the unpostable types included in that category.

 

In the Remittance Required category row, under the Records or Amount column, click the linked number of records or the dollar amount to display the Manage Remittance page. Next, click the Confirm Deposit tab to display the confirmation of deposit remittance records.

 

 

The Confirm Deposit tab allows you to review and resolve Remittance Advice Received records.

 

When you filter the records to include only those that require action by you (that is, the Responsibility filter is set to "Practice"), the dashboard information is summarized and organized by these workflows:

  • Confirmation of Deposit: For these records, you need to provide confirmation of received payments. (Until that time, they remain in PEND or OPEN status and under review by athenahealth because we received EOBs but no matching record of payment.)
  • Non-athena Review: For these records, you need to confirm that the received payments are for non-athenaOne claims.

When you filter the records to include only those that require action by athenahealth (that is, the Responsibility filter is set to "Athena"), the information is summarized and organized by these workflows:

  • Initial Review: These records remain under review by athenahealth because we received EOBs but no matching record of payment. athenahealth is actively researching these records to determine whether and where the payment will be sent.
  • Payer Outreach: These records require athenahealth to contact the payer to obtain payment details or request duplicate remittance. These records are in OPEN status to our follow-up team to call the payer for deposit details.

Open records to athenahealth are displayed for your information only. athenahealth recommends that practices not edit records in Athena buckets. Records in Athena buckets are in OPEN and PEND statuses based on payer knowledge and workflow steps, rules, and logic. Any interruption in these processes could prevent timely posting.

 

With athenaMailbox

If your practice uses athenaMailbox — When remittance details indicate that payment was made to your athenaMailbox account, athenahealth locates the matching deposit prior to posting and may ask for your assistance to review your other bank accounts. If the remittance details indicate that payment was made to a non-athenaMailbox account, athenahealth will post if the payment method is EFT, or else send the remittance to you for confirmation of deposit. You will have 90 days to confirm deposit or to indicate that the payment is in dispute, prior to athenahealth posting the remittance.

 

Without athenaMailbox

If your practice does not subscribe to the athenaMailbox service for remittance — Posting will occur on the pay date as referenced in the remittance detail.

 

Virtual credit card records

When athenahealth receives remittance with a virtual credit card for payment, we create a Remittance Advice Received (RAR) record, which appears on the Confirm Deposit tab of the Manage Remittance page. To display RAR records for virtual credit card payments:

  1. Display the Manage Remittance page: On the Main Menu, click Financials. Under PAYMENTS, click Remittance.
  2. Click the Confirm Deposit tab.
  3. Expected deposit type — Select Virtual Credit Card Only.
  4. Click Filter.

Note: For detailed information about processing virtual credit card (VCC) payments, see Virtual Credit Cards.

 

  1. Display the Manage Remittance page: On the Main Menu, click Financials. Under PAYMENTS, click Remittance.
  2. Click the Confirm Deposit tab.

Under the Confirmation of Deposit heading

  1. Count column — Click a linked number in the Payer row to display a checklist for that payer.
  2. Click the checkbox at the top of the leftmost column to select all items in the checklist.
  3. Click Work Records to work the records "in line" on this page.
    A list of remittance records/unpostables appears in the Workspace.

For each record in the list

  1. EOB column — Click view to see the EOB that athenahealth received.
  2. Confirm Deposit column — Click Confirm Deposit to confirm that you received the deposit for this remittance.
    A window appears.
  3. Enter the required data in the fields provided.
  4. Click Confirm Deposit.
    The Confirm Deposit column now displays "Posting in [Payment Batch ID]."
  5. To take a different action, such as reassigning the record, click action (under Other Action).

 

  1. Display the Manage Remittance page: On the Main Menu, click Financials. Under PAYMENTS, click Remittance.
  2. Click the Confirm Deposit tab.

Under the Confirmation of Deposit heading

  1. Count column — Click a linked number in the Payer row to display a checklist for that payer.
  2. Click the checkbox at the top of the leftmost column to select all items in the checklist.
  3. Click Generate Worklist to work individual remittance records.
    The Unpostables Worklist appears in the Task Bar.

In the Unpostables Worklist

  1. Click the down arrows to expand the categories.
  2. Click the linked remittance record/unpostable ID number.
    The Remittance Record page appears in the Workspace.

Details

  1. Source Data — To review the EOB, click For this remittance.

Status

  1. Under Select an action to resolve or reassign record — Click the Confirm deposit option.
    Note: If the Confirm deposit option is not available, select the Update status and reassign record option, and then select "Funds Deposited in Practice Account" from the menu.
  2. Enter the data in the required fields.
  3. Click Submit.
    The "Posted to athenaOne" event is applied, and the remittance record/unpostable is closed.

 

  1. Display the Manage Remittance page: On the Main Menu, click Financials. Under PAYMENTS, click Remittance.
  2. Click the Confirm Deposit tab.

Under the Non-athena Review heading

  1. Count column — Click a linked number in the Payer row to display a checklist for that payer.
  2. Click the checkbox at the top of the leftmost column to select all items in the checklist.
  3. Click Work Records.
    A list of remittance records/unpostables appears in the Workspace.

For each record in the list

  1. Identify the record you need.
    Tip: Under the Record ID column, you can click the linked record ID number to view the remittance record. You can click view to see the EOB that athenahealth received for this record.
  2. Confirm Non-athena column — Click Confirm Non-athena to confirm that you received the deposit for this remittance through a non-athenaOne system. The text "Confirmed" appears in the Confirm Non-athena column. The record is now closed.

 

  1. Display the Manage Remittance page: On the Main Menu, click Financials. Under PAYMENTS, click Remittance.
  2. Click the Confirm Deposit tab.

Under the Non-athena Review heading

  1. Count column — Click a linked number in the Payer row to display a checklist for that payer.
  2. Click the checkbox at the top of the leftmost column to select all items in the checklist.
  3. Click Generate Worklist.
    The Unpostables Worklist appears in the Task Bar.

In the Unpostables Worklist

  1. Click the down arrows to expand the categories.
  2. Click the linked remittance record/unpostable ID number.
    The Remittance Record page appears in the Workspace.

In the Remittance Record in the Workspace

  1. To review the EOB, scroll down to the Remit documents field and click For this remittance.

Under Status, under Select an action to resolve or reassign record

  1. Click the Update status and reassign record option.
    Additional fields appear.
  2. Update status — Select the Posted to Foreign System option.
  3. Click Submit (at the bottom of the page).