Post Payment

1. Make sure that you opened a deposit batch and the corresponding payment batch for the payment/check and EOB that you want to post.
2. Display the Post Payment page by searching for a patient or a claim.
• On the Patient Actions Bar, click Billing, and then click Post Payment.
  The Post Payment page shows you all open charges for this patient.
• In the text box at the top right of your screen, enter the claim ID and click the search icon. On the Claim Edit page, click the Post payments/adjustments link at the top of the page.
  The Post Payment page shows you only the open charges for the specific claim that you entered.
3. Locate the claim and charge item that matches the line item on the EOB or patient payment.
   Tip: Select the correct primary or secondary charge line based on the insurance highlighted in red.
4. Pmt $ — Enter the payment from the payment column on the EOB, or enter the patient payment.
5. Copay $ — Enter the copay amount, as indicated on the EOB. The contractual amount is automatically calculated by athenaOne.
6. Contractual $ — If you did not enter a copay amount in the Copay $ field, enter a contractual amount.
   Note: You can also enter the contractual amount in the Contractual Adjustment field in the detailed view.
7. Check# — If you received a check, enter the check number in the field.
   Note: You can also enter the check number in the detailed view.
8. If you need to apply a special payment type or a more specific adjustment, transfer, or kick code, go to step 10.
9. If your posting is complete, click Save.

Detailed posting fields

10. Click the charge line to display the detailed posting fields.
    Note: To display and hide the fields in the detailed view, click the charge line (+n #nnnnn: mm/dd/yyyy).
11. Payment — Select the payment type from the menu.
12. $ — Enter the payment amount in the $ field next to the Payment menu.
    Payments are totaled against the batch target for reconciliation.
13. Check# — Enter the check or credit card number associated with the payment.
    Note: If you are posting payments from a single EOB check, you can enter the check number when you create the payment batch so that the check number automatically appears in this field when posting payments to individual claims.
14. Enter transfers or adjustments using the Copay Transfer, Other Transfer, Contractual Adjustment, and Other Adjustment menus.
    athenaOne calculates the outstanding amount as you apply payments, adjustments, and transfers. The charge line should show $0.00 when you resolve the charge fully.
15. Kick/Remit Code — Enter the kick code from the EOB. You can type a period in the field to access the Kick Code Lookup tool.
    When you enter the code, the kick reason description appears below the Kick/Remit Code field.
16. Patient Insurance — Select or verify the payer that issued the payment. If the payer is not listed:
1. Select the Other (write in) option to display the Payor name field.
2. Enter the name of the payer in the Payor name field.
   A new policy with an expiration date of today is created.
17. EOB Page# — You can enter the EOB page number in this field. The EOB page number is saved to any edited charges on this page and can be referenced when viewing the EOB online.
18. Click Save.

 

After you post a payment and click the Save button, you can display the Post Payment page for the next patient or claim without leaving the page.

1. On the Post Payment page, scroll down to the Next (++) section below the charge lines.
2. Enter values in one or more of these fields.
   1. ClaimID — Enter the claim ID of the next charge on the EOB.
   2. PatientID OR Lastname, Firstname — If the EOB does not have the claim ID, you can enter the athenaOne patient ID or the patient's last name and first name.
   3. Svc date — Enter the date of service associated with the claim.
      If you need to post payments for the same patient that you just posted to, you can use this field to display only the charges for the date of service that you specify in this field.
3. Click Save to display the Post Payment page for the next patient or claim.

 

You can transfer charges from the primary or secondary insurance policy to the patient balance.

Note: If the patient has a secondary insurance policy and you want to transfer a charge to the patient, make sure that you select the charge line for the secondary policy (not the primary policy).

1. Make sure that you opened a deposit batch and the corresponding payment batch for the payment/check and EOB that you want to post.
2. Display the Post Payment page by searching for a patient or a claim.
• On the Patient Actions Bar, click Billing, and then click Post Payment.
  The Post Payment page shows you all open charges for this patient.
• In the text box at the top right of your screen, enter the claim ID and click the search icon. On the Claim Edit page, click the Post payments/adjustments link at the top of the page.
  The Post Payment page shows you only the open charges for the specific claim that you entered.
3. Locate the claim and charge item that you need to transfer to the patient.
   Tip: Select the correct primary or secondary charge line based on the insurance highlighted in red.
4. Copay $ — To transfer a copay to the patient, enter the copay amount. (You can also transfer a copay in the detailed view of the charge line.)
   The transferred amount appears as a new line item identified as "Patient."
5. If your posting is complete, click Save.
6. To transfer money that is not a copay, display the detailed posting fields by clicking the charge line.
   Note: To display and hide the fields in the detailed view, click the charge line (+n #nnnnn: mm/dd/yyyy).

Detailed posting fields

7. Copay Transfer — To transfer a copay amount to the patient, enter the transfer amount in this field.
8. Other Transfer — To transfer a charge for another reason, select the reason from the menu.
9. $ — Enter the transfer amount in the $ field next to the Other Transfer menu.
   Payments are totaled against the batch target for reconciliation.
10. Click Save. (You may need to scroll down to the bottom of the charge list.)
    The transferred amount appears as a new line item identified as "Patient."

1. Make sure that you opened a deposit batch and the corresponding payment batch for the payment/check and EOB that you want to post.
2. Display the Post Payment page by searching for a patient or a claim.
• On the Patient Actions Bar, click Billing, and then click Post Payment.
  The Post Payment page shows you all open charges for this patient.
• In the text box at the top right of your screen, enter the claim ID and click the search icon. On the Claim Edit page, click the Post payments/adjustments link at the top of the page.
  The Post Payment page shows you only the open charges for the specific claim that you entered.
3. Locate the claim and charge item that matches the line item on the EOB.
   Tip: Select the correct primary or secondary charge line based on the insurance highlighted in red.
4. Display the detailed posting fields by clicking the charge line.
   Note: To display and hide the fields in the detailed view, click the charge line (+n #nnnnn: mm/dd/yyyy).

Detailed posting fields

5. Other Adjustment — Select the adjustment type from the menu.
6. $ — Enter the adjustment amount in the $ field next to the Other Adjustment menu.
   Payments are totaled against the batch target for reconciliation.
7. Custom Adj Code — Enter a custom adjustment code, if needed.
   Note: You can create and administer custom transaction codes using the Custom Transaction Codes page.
8. Kick/Remit Code — Enter the kick code or remit code associated with this payment, denial, or adjustment.
9. Patient Insurance — Select or verify the policy/payer associated with the adjustment. If the payer is not listed:
1. Select the Other (write in) option to display the Payor name field.
2. Enter the name of the payer in the Payor name field.
   A new policy with an expiration date of today is created.
3. Treat as tertiary? — Select this option for a tertiary payment.
10. Click Save.

 

Takebacks occur when a payer recovers an overpayment or an incorrect payment made on a claim. A takeback is a reverse payment. No money is returned by the practice, but the payer records the overpayment as a line item credit on the EOB. Takebacks are used when the insurance company determines that it overpaid your practice: the insurance usually produces a charge-by-charge explanation of the overpayments on an EOB, then deducts that amount from the check. For example, if the insurance company made a $40 payment twice for a single 99213 office visit billed for $50:

• You would post two $40 payments, which leaves $50 — 2 x $40 = -$30 outstanding.
• On a future EOB, the insurance company may ask for $40 back. You would then post a $40 takeback.

To record a takeback, follow these steps.

1. Make sure that you opened a deposit batch and the corresponding payment batch for the payment/check and EOB that you want to post.
2. Display the Post Payment page by searching for a patient or a claim.
• On the Patient Actions Bar, click Billing, and then click Post Payment.
  The Post Payment page shows you all open charges for this patient.
• In the text box at the top right of your screen, enter the claim ID and click the search icon. On the Claim Edit page, click the Post payments/adjustments link at the top of the page.
  The Post Payment page shows you only the open charges for the specific claim that you entered.
3. If the claim is closed, click the show all charges link at the top of the page (next to the Charges heading).
4. Locate the claim and charge item that matches the line item on the EOB.
   Tip: Select the correct primary or secondary charge line based on the insurance highlighted in red.
5. Display the detailed posting fields by clicking the charge line.
   Note: To display and hide the fields in the detailed view, click the charge line (+n #nnnnn: mm/dd/yyyy).

Detailed posting fields

6. Payment — Select TakeBack from the menu.
7. $ — Enter the takeback amount in the $ field next to the Payment menu.
   Do not enter a negative number as the amount (athenaOne makes the adjustment for a takeback).
   Payments are totaled against the batch target for reconciliation when you save the posting.
8. Check# — Enter the check or credit card number associated with the payment.
9. Patient Insurance — Select or verify the policy/payer that issued the takeback. If the payer is not listed:
1. Select the Other (write in) option to display the Payor name field.
2. Enter the name of the payer in the Payor name field.
   A new policy with an expiration date of today is created.
10. Click Save.

 

You can use the Collect unapplied patient payment section of the Post Payment page to record a patient payment when there is no charge to which that payment can be applied.

Note: To record a capitation payment for athenaCollector (No Posting), see Capitation Payments.

1. Display the Post Payment page: On the Patient Actions Bar, click Billing, and then click Post Payment. The Post Payment page for the patient appears in the Workspace.
2. Scroll down to the Collect unapplied patient payment section.
3. Collected For Date of Service — Enter or select the date of service associated with the payment.
4. Unapplied Payment Amount —Enter the amount collected from the patient.
5. Reason — Select the reason for the payment from the menu.
6. Method — Select the payment method from the menu.
7. Check # / Last 4 digits of CC # — Enter the check number or the last four digits of the credit card number used to make the payment.
8. Click Save. (The button is above the Collect unapplied patient payment section.)

1. Make sure that you opened a deposit batch and the corresponding payment batch for the payment/check and EOB that you want to post.
2. Display the Post Payment page by searching for a patient or a claim.
• On the Patient Actions Bar, click Billing, and then click Post Payment.
  The Post Payment page shows you all open charges for this patient.
• In the text box at the top right of your screen, enter the claim ID and click the search icon. On the Claim Edit page, click the Post payments/adjustments link at the top of the page.
  The Post Payment page shows you only the open charges for the specific claim that you entered.
3. Locate the claim and charge item that matches the line item on the EOB.
   Tip: Select the correct primary or secondary charge line based on the insurance highlighted in red.
4. Display the detailed posting fields by clicking the charge line.
   Note: To display and hide the fields in the detailed view, click the charge line (+n #nnnnn: mm/dd/yyyy).

Detailed posting fields

5. Kick/Remit Code — Enter the kick code from the EOB. You can type a period in the field to access the Kick Code Lookup tool.
   When you enter the code, the kick reason description appears below the Kick/Remit Code field.
6. Patient Insurance — Select or verify the payer that issued the denial. If the payer is not listed:
1. Select the Other (write in) option to display the Payor name field.
2. Enter the name of the payer in the Payor name field.
   A new policy with an expiration date of today is created.
7. Click Save. (You may need to scroll down to the bottom of the charge list.)

1. Make sure that you opened a deposit batch and the corresponding payment batch for the payment/check and EOB that you want to post.
   Note: Create a zero-dollar deposit batch and payment batch because you are moving existing funds that were already accounted for in a previous deposit.
2. Display the Post Payment page by searching for a patient or a claim.
• On the Patient Actions Bar, click Billing, and then click Post Payment.
  The Post Payment page shows you all open charges for this patient.
• In the text box at the top right of your screen, enter the claim ID and click the search icon. On the Claim Edit page, click the Post payments/adjustments link at the top of the page.
  The Post Payment page shows you only the open charges for the specific claim that you entered.

Note: The amount of unapplied credit available appears at the top of the page above the list of claims. You cannot apply more than this amount.



3. Locate the charge item to which you want to apply the unapplied balance. (The word PATIENT indicates that this charge is the patient's responsibility.) You can apply the patient balance only to charges that indicate PATIENT responsibility.
4. Display the detailed posting fields by clicking the charge line.
   Note: To display and hide the fields in the detailed view, click the charge line (+n #nnnnn: mm/dd/yyyy).

Detailed posting fields

5. Payment — Select Unapp. Cr from the menu.
   The Unapp. Cr option appears in the Payment menu only if the patient has unapplied funds.
6. $ — Enter the unapplied amount to apply to the charge in the $ field next to the Payment menu.
7. Click Save.

1. Make sure that you opened a deposit batch and the corresponding payment batch for the payment/check and EOB that you want to post.
   Note: Create a zero-dollar deposit batch and payment batch because you are moving existing funds that were already accounted for in a previous deposit.
2. Display the Post Payment page by searching for a patient or a claim.
• On the Patient Actions Bar, click Billing, and then click Post Payment.
  The Post Payment page shows you all open charges for this patient.
• In the text box at the top right of your screen, enter the claim ID and click the search icon. On the Claim Edit page, click the Post payments/adjustments link at the top of the page.
  The Post Payment page shows you only the open charges for the specific claim that you entered.

Note: The amount of prepayment plan credit available appears at the top of the page above the list of claims. You cannot apply more than this amount.



3. Locate the charge item to which you want to apply the prepayment credit amount. (The word PATIENT indicates that this charge is the patient's responsibility.) You can apply the prepayment credit only to charges that indicate PATIENT responsibility.
4. Display the detailed posting fields by clicking the charge line.
   Note: To display and hide the fields in the detailed view, click the charge line (+n #nnnnn: mm/dd/yyyy).

Detailed posting fields

5. Payment — Select Prepay Credit — Plan <#> from the menu.
   Note: If the patient has more than one prepayment plan, you see multiple Prepay Credit — Plan <#> options in the Payment menu.
6. $ — Enter the prepayment plan amount to apply to the charge in the $ field next to the Payment menu.
7. Click Save.
8. Click close payment batch in the Payment Batch Summary section at the top of the page.
   The money has now been moved from the prepayment plan and posted to the charge as a payment.

 

 

 

 

 

1. Make sure that you opened a deposit batch and the corresponding payment batch for the payment/check and EOB that you want to post.
2. Display the Post Payment page by searching for a patient or a claim.
• On the Patient Actions Bar, click Billing, and then click Post Payment.
  The Post Payment page shows you all open charges for this patient.
• In the text box at the top right of your screen, enter the claim ID and click the search icon. On the Claim Edit page, click the Post payments/adjustments link at the top of the page.
  The Post Payment page shows you only the open charges for the specific claim that you entered.
3. Locate the charge item that matches the line item on the EOB or patient payment.
   Tip: Select the correct primary or secondary charge line based on the insurance highlighted in red.
4. Display the detailed posting fields by clicking the charge line.
   Note: To display and hide the fields in the detailed view, click the charge line (+n #nnnnn: mm/dd/yyyy).

Detailed posting fields

5. Payment — Select the payment method from the menu.
6. $ — Enter the amount of the interest payment in the $ field next to the Payment menu.
   Interest payments are totaled against the batch target for reconciliation after you save the posting.
7. Check# — Enter the check or credit card number associated with the interest payment.
8. Other Adjustment — Select Interest from the menu.
9. $ — Enter the interest amount in the $ field next to the Other Adjustment menu.
   athenaOne automatically applies this adjustment as a negative amount, so the balance associated with this payment does not change.
10. Kick/Remit Code — Enter the kick code or remit code associated with this interest payment, if applicable.
11. Patient Insurance — Select or verify the policy/payer associated with the interest payment from the menu. If the payer is not listed:
1. Select the Other (write in) option to display the Payor name field.
2. Enter the name of the payer in the Payor name field.
   A new policy with an expiration date of today is created.
12. Click Save.

 

Note: The best practice for athenaCollector is to return the unpostable to athenahealth so that we can post it for you, and so that the EOB image will appear on the claim. You should post a remittance only if there is some urgency.

 

Locate the unpostable to be posted

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. Enter the unpostable ID in the Unpostable ID field, or enter search criteria to display a list of unpostable items.
3. Click Generate Worklist.
   The Unpostables Worklist appears in the Task Bar.
4. From the worklist in the Task Bar, click the linked unpostable ID number to display the Remittance Record page in the Workspace.

Create a correction batch

5. At the top of the Remittance Record page for the unpostable record that you are posting, click the Create Correction Batch link.
   The Payment Batch page appears.
6. Check number — Enter a check number, if needed.
7. Notes — Enter information about the unpostable you are posting.
8. Click Continue.
   The Remittance Record page for the unpostable reappears.

Remittance Record page

9. Amount — In the Details section of the page, change the unpostable amount to $0.00 if funds are included in the record.
10. In the Status section of the page, under Select an action to resolve or reassign record, select the Update status and reassign record option.
11. Update status — Select Posted to athenaOne.
12. Note — This field displays a note based on your selection in the Update status field.
13. Click Submit.
    The updated unpostable record is saved with a status of Closed.

Post Payment page

14. Display the Claim Edit page for the claim that you need to post to, and click the Post payments/adjustments link at the top of the page.
    The Post Payment page appears and displays only the charge lines related to the claim.
15. Locate the charge line where the money belongs.
16. Pmt $ — Enter the payment amount.
17. Copay $ — Enter the copay amount, if applicable.
18. Contractual $ — Enter the contractual amount, if applicable.
19. If you need to enter additional adjustments or transfers, display the detailed posting fields by clicking the charge line.
    Note: To display and hide the fields in the detailed view, click the charge line (+n #nnnnn: mm/dd/yyyy).
20. Enter transfers or adjustments using the Copay Transfer, Other Transfer, Contractual Adjustment, and Other Adjustment menus.
21. Click Save.
22. In the text box at the top right of your screen, click the search icon to display the Claim Edit page for the claim.
23. Review the transactions that you applied for accuracy.
24. In the Charges section of the Claim Edit page, click the payment batch ID link in the transaction window (next to in process).
    The Edit Payment Batch page appears.
25. At the bottom of the Edit Payment Batch page, click Close payment batch.

1. Display the Post Payment page: On the Patient Actions Bar, click Billing, and then click Post Payment. The Post Payment page for the patient appears in the Workspace.
2. Verify that the Out-of-Balance amount in the Payment Batch Status Summary is $0.00.
3. Click edit payment batch.
   The Edit Payment Batch page appears.
4. Click Close This Payment Batch to close the payment batch.

 

As part of the athenaCollector service, athenahealth posts your claim remittance items for you. In general, we post per the EOB. On occasion, however, we have knowledge from the payer that posting per the EOB will lead to denials or inaccurate posting of transactions.

 

The claim note action POSTINGRULE lets you know that we have not posted per the EOB in specific instances, in order to post accurately. Certain kick codes are classified as POSTINGRULE type kick codes. When athenahealth applies these kick codes, the Action in the claim note is POSTINGRULE.

 

athenahealth has a 4- to 5-day minimum service commitment (MSC) for posting, during which time a batch created by athenahealth may remain in the "in process" status.

Note: Manual payment batches that you create are not included in the minimum service commitment (MSC).

• To maintain the integrity of the posting process, please do not manipulate transactions in a batch that the athenahealth posting team is actively working on.
  Claims from an "in process" batch do not appear on your worklists and remain in a BILLED status until that batch is completed.
• The links for moving and voiding transactions, as well as the ability to make changes to the posting of claims, become available when the posting team finishes work on the batch.
  Patient statements are not generated until the batch is completed.

Voids

Please do not void payments or takebacks posted on claims by athenahealth. If you suspect that a claim is posted incorrectly, please contact us so that we can review the claim and correct it if needed.

 

If you post claims yourself

If you post claims yourself, no EOB image is associated with the posting actions that you take on the Claim Edit page.

 

If you have an EOB to post

If you have an EOB that you want to have posted, please send it to us using the Submit Remittance tab on the Manage Remittance page (recommended). You can also send a BYOLB Remittance Template, along with the paper remittance. Both methods ensure that the claims are posted with the associated EOB images.

 

 

The Post Payment page includes the following sections (see the Field Reference for descriptions of the fields on this page).

 

Payment Batch Status Summary section

The Payment Batch Status Summary appears at the top of the page and displays an up-to-date summary of the activity on this payment batch.

Note: For Enterprise organizations, the show all charges for the enterprise patient ID link appears under the Payment Batch Status Summary.

 

Charges section

The Charges section displays the show all charges or show open/overpaid charges link. This section also displays the patient's Unapplied Credit, Prepay Credit, or both.

 

Each open patient charge item begins with a line that looks similar to this one:

 

(+1) #52527: 01/03/2017 - 99203 - $175.00 AETNA [1352]

 

The red type indicates the responsible party (insurance package or patient).

 

Each item on the charge line provides the following information:

• (+n) — A shortcut to open and close the detailed view of a charge line. To use this shortcut, set NumLock on your keyboard. On your numeric keypad, type the plus sign (+) followed by a number to open or close the detailed view of the corresponding charge line item.
• #nnn — The claim ID number assigned by athenaOne.
• mm/dd/yyyy — The date of service for the charge.
• 99999 — The procedure code for the charge.
• $nnn.nn — The charge amount.
• Package name [99999] — The insurance package name and athenaOne-assigned insurance ID. For self-pay patients and for charges that have been transferred to the patient, the word *PATIENT* appears instead of the insurance package. When the charge is outstanding to the patient, the type of transfer also appears, for example, PATIENTCOPAY.

When you place your cursor over a charge item, the item turns yellow. Click anywhere on the line to expand the charge item (click the line again to condense the item). When you expand the charge item, additional fields appear, along with a link to edit claim.

 

Next (++) section

At the bottom of the charge items is a navigation tool that allows you to find the next patient or claim. You can use the fields to enter the next patient's claim ID, last name and first name, or the service date. When you click Save, the page reloads with the specified patient or claim.

 

Collect unapplied patient payment section

You can use the Collect unapplied patient payment section to record a patient payment when there is no charge to which that payment can be applied.

Note: To record a capitation payment for athenaCollector (No Posting), see Capitation Payments.

 

athenaOne runs a nightly script to apply unapplied payments to charges. The script applies unapplied payments to collection adjustments first, then to the oldest open charges. If you want to modify how unapplied payments are applied for your practice, please contact the CSC by selecting Support > Create Case or Call in the Main Menu.

 

 

By default, athenahealth uses the information returned with the patient payment stub to post payments to the claims billed on that statement.

• If the patient returns payment with the stub, pays the entire statement amount, and the outstanding amount for the claims billed on that statement has not changed in the interim, athenahealth posts the payment to those claims only.
• If the payment stub is not returned or if any of the above conditions are not met, athenahealth uses the advanced unapplied algorithms to post the payment.

If you do not want to use this feature, please contact the CSC.

 

 

If you want to post remittance items yourself, you can use the Post Payment page. This page allows you to post payments to a charge or to a patient unapplied account. You can also use the Post Payment page to perform these tasks:

• Post a takeback.
• Record a denial.
• Create an adjustment.
• Record an unapplied patient payment.
• Apply an unapplied patient balance to a charge.

Before you can post, you must have a payment batch open. All payments posted to patient accounts are recorded in the payment batch.

 

If you do not have a payment batch open, athenaOne displays these options:

• The Create New Batch button allows you to create a new deposit batch/payment batch pair.
• The Start a New Payment Batch button allows you to create a new payment batch and link it to an existing deposit batch, or to select from a list of already created payment batches.

The Post Transactions page provides guidance on which option to select.

 

When you post a payment or update to a charge on the Post Payment page, a confirmation message appears. The confirmation message contains a link to the updated claim on the Claim Edit page, so that you can easily see the change on that page, as well.

 

 

You can use your numeric keypad to enter all information. The plus (+) key serves as the escape key; it precedes all command sequences.

 

You can view a list of generic athenaOne kick codes using the View Kick Reasons page.

 

See Credit Balance Processing for a detailed overview of credit balances and how to handle takebacks, refunds, and unclaimed payments in athenaOne.

 

Keyboard Shortcuts
+line number (for example, +2)	Open or close the detailed view of the specified charge line.
+line number- (for example, +2-)	Place the cursor in the Kick/Remit Code field of the specified charge line.
++	Go to the next patient ID field.
+ENTER	Save information and move on to the next patient.

 

Our posting policy follows the Florida MVA 80/20 rule. Florida MVA insurance regulations state that there is an 80/20 split on the state-defined allowable amounts in relation to services rendered for an MVA injury—80% of the allowed amount being paid by the insurance carrier, and the remaining 20% being the responsibility of the patient. Any amount in excess of the state-defined allowable amount will be posted as a contractual adjustment.

 

Note: Only the following states have defined MVA allowable schedules:

• Florida
• New Jersey
• New York
• Oregon
• Pennsylvania

athenaOne has imported state-defined MVA allowable schedules for:

• Florida
• New Jersey
• Oregon

athenaOne has imported state-defined WC allowable schedules for:

• Florida
• Texas