Unmatched Collections Charge Type

 

An Unmatched Collections Charge record represents any of the following:

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

An Unmatched Collections Charge record should be recorded in your General Ledger.

• When athenahealth is the submitter to the collection agency, we resolve these records, remove the collection adjustment from the associated claims, post the adjudication, and submit the stop collect batch to the collection agency on your behalf.
• When athenahealth is not the designated submitter, it is your responsibility to review the Unmatched Collections Charge record, remove the collection adjustment, and notify the collection agency.
• If you determine that the payment is related to Collections Court Fees, you should post the amount in your general ledger and close the record as "Recorded in General Ledger."

 

Review the record to determine whether the record should be posted to athenaOne or routed to a foreign system.

• If you determine that the payment belongs in a different system, you should post it in that system and close this remittance record as "Posted to Foreign System."
• If you determine that the payment belongs in athenaOne, identify the correct patient or charge in athenaOne. Review the patient account and the claims that were sent to collections. You may need to view voided transactions on the Billing Summary page to see which claims have had collection adjustments or have been sent to collections.

 

You should contact the collection agency to alert them that the payer has paid the claim and that the patient is not responsible.

 

After you locate the claim, you need to void the collection adjustments on the claims. If any collection recovery payments have been posted, you should void and credit the patient for those amounts.

1. Display the Claim Edit page: Click the edit claim link on the Claim Review or Post Payment page (the link is on the line item's advanced view).
2. Scroll down to the charge lines. Under the Type column, locate the TRANSFERIN information.
3. On the Claim Edit page, click Void this transaction for the transaction. The Void Transaction page appears.

4. Click Void.
   Note: If there is more than one collection adjustment, repeat steps 2-4 for all charge lines that will be matched to the record.

5. Scroll down to the charge lines. Under the type column, locate the TRANSFERIN information for the patient balance.

6. On the Claim Edit page, click void this transaction for the transaction.
   The Void Transaction page appears.

7. Click Void.
   Note: Repeat steps 5-7 for all patient balances that need to be moved back to the payer for posting of the remittance record.

After the balance is back in the payer column on the Claim Edit page, kick the claim with CIP to prevent the claim from billing out again

8. On the Claim Edit page, scroll down to the Add Note header at the bottom of the page.
   
9. Applies to — Select the appropriate option.
10. Status — Select the claim status.
11. Kick reason — Enter an athenaOne kick reason (or denial code), CIP (Claim in process). You can type a period or question mark in this field to access the Kick Code Lookup tool. The code you select will populate the field. You must enter a kick reason each time you change the status of a claim to a HOLD status (for example, HOLD, MGRHOLD, CBOHOLD, etc.).
    Note: Selecting a different Kick reason can change the status of the claim.
12. Note — Enter the text of the claim note.
13. Click Save.

Display the remittance record that you will be matching to the claim

14. Display the Unpostables Dashboard: On the Main Menu, click Financials. Under PAYMENTS, click Unpostables. In the left menu, under UNPOSTABLE REMITTANCE, click Unpostables Dashboard.
15. Category — Locate the unpostable category: Collections. You can hover your cursor over a category to display a list of all the unpostable types included in that category.
16. In that category row, under the Record column or Amount column, click the linked number of records or the dollar amount. The Unpostables Worklist for those records appears in the Task Bar.
17. To access individual unpostable records, click the group name Unmatched Collections Charge to expand the list.
18. Click the unpostable ID number to display the Remittance Record page in the Workspace.

In the Status section

19. Under Select an action to resolve or reassign record, select the Find matching charges option.
20. In the window that opens, search for the charge using the filters.
    Note: If you search by the patient's information, you need to click select next to account to populate the charges on the account.
21. Locate the charge that the payment will be posted to. Click the appropriate payer column (1-ary or 2-ary).
22. Click the Add a note or instructions option to display a Note field.
    Note: If the payment should be matched to multiple charges or claims, click the Matches multiple charges/patients option.
23. Add a detailed note describing how the payment should be posted. Include CPT codes and other claim IDs if there are multiple charges the payment will be posted to.
24. Click select.
25. Click Submit at the bottom of the page.

 

Review the patient account and the claims that were sent to collections. You may need to view voided transactions on the patient's Billing Summary page to see which claims were adjusted for collections, because they may have been voided.

 

Make sure that the appropriate collection adjustments are made on the claims so that the collection agency payment can be posted. You may need to use the COLLECT kick code to move this claim back to the Collections Worklist, and then add the collection adjustment to the correct collection agency back on the claim.

 

After you do this, use the Find patient tool on the Update Unpostable page to instruct athenahealth to post the payment to the correct charge.

 

Note: If you cannot locate a matching charge in athenaOne, review to see if this money belongs in a foreign system and post accordingly.