Manage Payment Batches

1. Display the Manage Payment Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Payment Batches.
2. Use the filter fields at the top of the page to display a list of payment batches that meet your criteria.
• The Department menu is for service departments and is relevant only for TOS batches; only patient departments are displayed.
• When using the Opened by filter, you must enter at least three characters, but wildcards are allowed.
• If you specify only a date range, it cannot be longer than 90 days.
• Unless the search is restricted to OPEN payment batches, at least one of the following filters must be set:
  • Deposit batch ID
  • Payment batch ID
  • Dates opened
  • Dates deposited
3. Click Filter batches. The list of payment batches that match your criteria appears below.
4. Locate the batch you want. (The list is sorted alphabetically by user within open/close status.)
5. Click the update link. The payment batch details appear in the fields at the top of the page.
6. Edit fields as needed.
7. Click Save. The updated payment batch is saved.

1. Display the Manage Payment Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Payment Batches.
2. Use the filter fields to locate the payment batch containing the EOB that you want to view or update, and click Filter Batches.
3. Click the link to view or update. The Payment Batch Detail page appears.
4. Click the EOB (batch) link. Image Viewer appears. You can view the entire EOB in .pdf format, or you can select the page number that you need (use the buttons at the top of the page).
   • You can click Fit to Page at the top, as well as the "F" keyboard key, to resize the image to fit into the viewing window.
   • You can use your right and left arrow keys on the keyboard to move to the next and previous pages.
   • You can use the up and down arrows, as well as the Page Up and Page Down keys, to scroll the length of an image.

Note: athenaOne generates a .pdf image file of the EOB.

When you download a .pdf of an EOB, athenaOne generates the .pdf from the stored .tiff files. If the EOB is more than 500 pages, athenaOne breaks the EOB into 500-page pieces and downloads a zipped file containing the .pdf files.

For example, if your EOB has 700 pages, athenaOne creates the first PDF file with EOB pages 1-500 and the second .pdf file with EOB pages 501-700. When you download the EOB, you receive a zipped file. Open the zipped file to view and save the .pdf files.

Your session provider group is displayed in the title bar at the very top of your screen, next to your practice name. To view results for other provider groups:

1. Display the Manage Payment Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Payment Batches.
2. Select the desired groups from the Provider Group list (you can choose one or more provider groups). This list contains only the provider groups to which you have access.
3. Click Filter Batches. A column appears for each provider group selected, with total payments posted to that provider group from the indicated deposit batch.

• Ensure that your athenaOne manual deposit batches and payment batches are opened for the correct amount.
• Complete all fields accurately (bank account, deposit date, etc.). Do not select "Unknown" as the bank account when creating a deposit batch if at all possible.
• Do not use manual batches to collect patient money — instead, please use the Collect Payment time-of-service money workflow for this purpose.
• Financial actions in a payment batch should be tied to an athenaOne deposit batch, which in turn should be tied to true bank account activity for those transactions (financial actions are items such as refunds, payment posting, and payment voids).
• Create a manual payment batch each day to post transfers, adjustments, or insurance refunds, and close the payment batch at the end of that day.
  Note: A nightly script automatically closes manual payment batches with $0 target amounts that are in balance and were opened within the last 30 days. This feature does not apply to time-of-service payment batches.
• Do not change or void athenahealth posting. If you do, you assume full responsibility for the posting. If additional remittance is obtained from the payer or the posting needs to be changed, athenahealth may not take into consideration your posting changes. If you have posted or voided transactions, athenahealth will hold the claim and will not post until you restore the claim to its original state. athenahealth does not reconcile manual payment batches that you create.
  Note: Manual payment batches that you create are not included in the minimum service commitment (MSC).

Tip: You can download and view a .pdf copy of the paper Explanation of Benefits (EOB) on the Edit Payment Batch page. If a payment batch has a paper EOB attached to it, View attached paper (pdf) appears in the Actions field.