Remittance Record

athenaCollector

athenaOne creates a remittance record when remittance (payment or document) is not posted to a specific charge or patient. You can use this page to resolve remittance records according to the remittance record type.

 

Follow your remittance record resolution workflow, for example, via the Unpostables Worklist or the Manage Remittance page.

 

 

 

To access the Manage Remittance page, you must have one of these roles:

  • Billing Admin: View Unpostables
  • Billing Staff - Collector
  • Management - Collector
  • Finance - Collector

 

 

An unpostable/remittance record represents funds/remittance/correspondence that athenahealth cannot post to a patient or a charge. Each record is classified under an unpostable/remittance record type (see Remittance Record Types Summary).

 

Each time a remittance/unpostable record is created, athenaOne assigns it a unique Unpostable ID number. Throughout athenaOne, the unpostable ID is often appended by the letter U and the practice ID in which the unpostable resides. For example, unpostable 1234 in practice 432 is expressed as 1234U432.

 

All actions on unpostables are tracked via an audit history for the unpostable record, available on the Remittance Record page. athenahealth recommends that you close all unpostables in a timely manner.

 

athenaOne automatically closes most remittance records (unpostables) older than 3 years that are in OPEN or PEND status. athenaOne does not automatically close these remittance/unpostable types because they directly affect patient payments:

  • Collections Discrepancy
  • Unmatched Collection Charge
  • Collections Overage
  • Missing Patient Statement

By automatically closing old records, you can focus on the records that affect your current accounts receivable.

 

 

 

The Remittance Record page is organized into these areas.

 

 

This section at the top of the page contains important record details, including the record ID and remittance record type, the remittance amount, and the creation date.

 

 

 

This section displays the current status details, including the most recent notes. Here you can:

  • View the current status
  • View any claims associated with the remittance
  • View and add status notes
  • Take an action to update the correspondence record

 

The list of actions varies according to the remittance record type.

  • Take no action — Selected by default and used when you're updating the record with new information, such as adding a note or adding or changing fields in the Record Details section.
  • Match this remittance to other records — This action allows you to quickly find offsetting or duplicate records.
  • Upload missing Electronic Remittance Record (ERA) — This action is available for several record types (for example, Check Deposit and EFT Deposit) and allows you to upload a missing ERA file for posting.
  • Upload missing EOB (paper) — This action is available for several record types and allows you to upload one or more missing EOBs for posting. You do not need to use the BYOLB template to mail the remittance to athenahealth; however, if you are submitting multiple EOBs electronically in one .pdf file, you must include a deposit slip in the file. You may have the option to upload the remittance.
  • Update status and reassign record — For many record types, if you select the "Update status and reassign record" action, athenaOne provides a guided workflow to help you choose the most effective path to update the record. (Other record types have a simple list of options to choose from.) The "Help me narrow my options" option is selected by default to help you filter your guided workflow options.
  • Reclassify this record — If the record was incorrectly classified, you can reclassify it as another type. The available record types are based on the current record type to ensure that the record goes to the correct workflow for review and resolution. An action note is always required and is often prepopulated. Enter an Action note to indicate the reason for reclassification.

  • Find matching charges — This option is available for records that need to be associated with matching charges.

 

 

This section displays the remittance record details. The fields vary according to the remittance record type.

 

 

 

This section displays the complete history of this remittance record's updates.

 

 

 

This section at the bottom of the page allows you to submit record changes at any time.

 

 

 

 

Note: Not all fields appear for all record types.

 

Payment Batches
Create Correction Batch

Open a zero-dollar payment batch in the original deposit batch of this record.

 

Use this option only if you're posting a transaction with a net-zero dollar effect (for example, changing a remittance record amount to 0.00 and posting the displaced money to a claim).
Create New Batch

Open a new payment batch/deposit batch pair in which to post this record.

 

Use this option if the net impact of your posting will create a positive or negative deposit impact, or if your posting requires the modification of multiple transactions connected to distinct original deposit batches.

Open a Payment Batch Prepare/select new payment batch only: prepare a new payment batch and link it to a deposit batch or choose an existing payment batch.
Opened The date the payment batch was opened.
Target Amount The target amount of the payment batch.
Opened By The username of the person who created the payment batch.
Current Unpostables The total remittance record amount recorded in the payment batch so far.
Check # The check number of the payment batch check.
Current Payments The total amount posted in the payment batch so far.
Out-of-Balance The amount that must be posted to complete the payment batch.
Status
Current status

The current status of the remittance record (OPEN, PEND, CLOSED, INPROCESS) and the current location in the workflow.

  • The record must no longer be in the INPROCESS status before you can work it.
  • The Service Level Agreement clock does not begin until the record is no longer in the INPROCESS status and is available to be worked.
Assigned to Indicates the team responsible for executing the next action on the remittance record. This is displayed as "Team Name (Organization Name)."
Pend Until If the record is in PEND status, the Pend Until field appears in this section. This field automatically displays a date based on the default pend period associated with the event. You can override this date by manually entering a date in MM/DD/YYYY format or using the calendar icon to the right of the field. Each event with a next status of PEND has a maximum number of pend days; the pend period cannot exceed the maximum pend days for the event. If the date you select does exceed the maximum pend days, an error message appears. Select a date within the allowed number of pend days.
Associated claims Claims associated with the record.
Status note(s) The last status note. This section also provides an easy way to add a new note for the current status without otherwise changing the record.
Select an action to resolve or reassign record
Take no action Selected by default and used when you're updating the record with new information, such as adding a note or adding or changing fields in the Record Details section.

Match this remittance to other records (no possible matches)

This action allows you to quickly find offsetting or duplicate records.

 
Upload missing Electronic Remittance Advice (ERA) This action is available for several record types (for example, Check Deposit and EFT Deposit) and allows you to upload a missing ERA file for posting.
Upload missing EOB (paper)

This action is available for several record types and allows you to upload one or more missing EOBs for posting. You do not need to use the BYOLB template to mail the remittance to athenahealth; however, if you are submitting multiple EOBs electronically in one .pdf file, you must include a deposit slip in the file.
Update status and reassign record

For many record types, if you select the "Update status and reassign record" action, athenaOne provides a guided workflow to help you choose the most effective path to update the record. (Other record types have a simple list of options to choose from.) The "Help me narrow my options" option is selected by default to help you filter your guided workflow options.
Reclassify this record

If the record was incorrectly classified, you can reclassify it as another type. The available record types are based on the current record type to ensure that the record goes to the correct workflow for review and resolution. An action note is always required and is often prepopulated. Enter an Action note to indicate the reason for reclassification.
Find matching charges or patients This option is available for records that need to be associated with matching charges.
Details
Amount The current amount of the remittance record.
Payer details
Payer portal This field is available to the athenahealth Web portal team only.
Kick reason category The kick reason category for this record. athenaOne auto-fills this field, if the data is available.
Insurance reporting category The insurance reporting category for this record. athenaOne auto-fills this field, if the data is available.
Insurance package The insurance package for this record. athenaOne auto-fills this field, if the data is available.
Check details
Check number The check number of the remittance check containing the remittance record. athenaOne auto-populates this field, if the data is available.
Check amount The check amount of the remittance check containing the remittance record. athenaOne auto-populates this field, if the data is available.
Check date The check date of the remittance check containing the remittance record. athenaOne auto-populates this field, if the data is available.
Claim The claim number associated with this record.
Provider details
Provider Data entry field for the selection/assignment of a provider to a payment (entry via name or provider ID number).
Medical Group Data entry field for the selection/assignment of a medical group to a payment (entry via name or medical group ID number).
Provider Group Data entry field for the selection/assignment of a provider group to a payment (entry via name or provider group ID number).
Deposit details
Deposit information A summary of the bank account where the associated payment batch was deposited, including the bank account name, last four digits of the account number, and the deposit location P.O. box number, if available.
Deposit date The creation date of the deposit batch containing the possible matching record.
Payment batch ID The payment batch ID of this remittance record.
Deposit batch ID The deposit batch ID of this remittance record.
ERA batch ID The ERA batch ID of this remittance record.
Source Data
Remit documents Link to view the EOB, the payment batch, or the entire deposit batch in the order it was scanned.
Charge level details

This section displays charge-level details associated with this remittance record.

  • ERA ID: The ERA Batch ID.
  • Patient Claim info: The name of the patient as it appears on the remittance, if available.
  • Charge info, Date of Service, CPT: The charge information as it appears on the remittance.
  • Chg Amt: The charge amount as it appears on the remittance.
  • Payment: The payment amount as it appears on the remittance.
  • Xfer/Adj: The transfer or adjustment as it appears on the remittance.
  • Kick: The kick reason as it appears on the remittance.
Raw Data

The raw data returned in the remittance file from the payer. This information was used to create the remittance record.

  • For ANSI 835 remittance, this is the raw 835 data.
  • For data-entered paper remittance, this is the raw data returned by the data entry operator.
NACHA addendum The raw data returned in the back feed for EFT payments.
Control numbers
Payer control number 1

The payer's internal control number or reference information for this remittance record.

Note: This field is not editable by practice users.
Payer control number 2

Additional information from the payer that might be useful for identifying why the record was sent and/or locating related remittance records.

Note: This field is not visible to practice users if no data is populated.
Payer control number 3

Additional information from the payer that might be useful for identifying why the record was sent and/or locating related remittance records.

Note: This field is not visible to practice users if no data is populated.
Matching control number

athenahealth internal number for locating matching remittance records (used in automatic reconciliation).

Note: This field is not visible to either athenahealth or practice users if no data is populated.
Refund requests

This section allows you to view, add, edit, and delete individual refund requests associated with the refund request letter and to match those requests to corresponding Readjudication Notice records.
Matched records This section shows any matching offsetting or duplicate records.
Practice Reporting Information

Enter a custom note, search remittance records by this note, and include it in Report Builder reports to facilitate client-side processes.

Note: athenahealth users cannot edit this field, so this field gives you a protected place to store your notes.
Routed to

Route (label) for non-athena remit records. For Balance Forward records, this field can be updated only by the client and is not visible to athenahealth users.

 

athenahealth monitors the non-athenahealth remittance received and creates a standard route labeled "default" to auto-classify certain records as Route to Foreign System.
Note Any notes about this remittance record.
Postdate The post date of the remittance record.
History
Date The date an action was applied to this remittance record.
User The username of the user who applied the action.
Type Indicates the record type when the action was taken on the record.
Assigned To Indicates the team responsible when the action was taken on the record.
Note The action note left when the record was updated.

 

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