Unpostables Worklist

 

method 1 — From the Unpostables Dashboard, generate a worklist by unpostable category

1. Display the Find Unpostables page: On the Main Menu, click Financials. Under PAYMENTS, click Unpostables. In the left menu, under UNPOSTABLE REMITTANCE, click Unpostables Dashboard > (click a linked number or dollar amount). The unpostables worklist appears in the Task Bar.

method 2 — From the Find Unpostables page, generate a custom worklist based on criteria you select

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 or select the search criteria to display a list of unpostable items.
   Caution: If your filter criteria is too broad, the system returns a very large amount of data; your browser may not be able to display it. Suggested options:
1. Unpostable Status — Select OPEN.
2. Responsible Party — Select PRACTICE.
3. Unpostable Type — Select the desired type, or select ANY.  
   Note: If you select ANY, the two options called "Apply the next event:" and "Move the record to another location in the workflow" are disabled. To enable these options, select a single unpostable type when you generate the worklist.
3. Click Generate Worklist. The list appears in the Task Bar, sorted by unpostable type. You can use the Organizemenu to sort the list by unpostable status or responsible party.

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. Last Unpostable Event — Click the select/update link. The Unpostable Event Lookup tool appears.
3. Select an unpostable type from the menu to display a list of unpostable events for that type, for example, Balance Forward.
4. You can check any or all of the last unpostable events for your search. You can also select an additional unpostable type from the Unpostable Type menu to display more unpostable events. Any events that you check remain in the list.
5. You can uncheck any selected events, or click Clear All to uncheck all selected events.
6. Click Save to populate the list of last event filters selected for the Last Unpostable Event filter.
7. Click Generate Worklist. The worklist appears in the Task Bar. You can use the Organize menu to sort the list by unpostable status or responsible party.

1. Click the ID number of the unpostable to access the Update Unpostable page, where you can view the unpostable details and take the next action in the process to resolve the unpostable.
2. If you find multiple unpostable records that can be posted to a single charge or single patient, use the checkboxes in the Unpostables Worklist (in the Task Bar) to select the appropriate unpostable records. Then use the "Return to athena with matching charge" or "Return to athena with matching patient" options at the bottom of the Worklist to return them all to athenahealth for posting.
3. If you generate an unpostables worklist using the Unpostables Dashboard, a return to dashboard link appears at the top of the worklist so you can quickly redisplay the Unpostables Dashboard after working the unpostable record in the Workspace.  
4. To use the "Return to athena with matching charge" option, you must select only insurance payments that correspond to a single charge in athenaOne. Insurance payments must be matched to unique charges. To use the "Return to athena with matching patient" option, you must select only patient payments that correspond to a single patient in athenaOne. Patient payments must be matched to patients. athenahealth uses this information to post the records to the selected charge or patient.

Tip: A return to dashboard link appears at the top of the worklist so that you can quickly redisplay the dashboard after working the unpostable record in the Workspace.

 

 

Note: If athenahealth needs more time to look for missing remittance delayed by payers, we disable the upload missing remittance functionality.

1. Display the Manage Remittance page: On the Main Menu, click Financials. Under PAYMENTS, click Remittance.
   The Review Missing Remittance tab opens by default.
2. Click the Count number link in the Remittance Required, Non-athena Review, or Web Portal Access column to display records.
3. Payer — Select the payers to include in the worklist.
4. Click Generate Worklist.
   The Unpostables Worklist appears in the Task Bar.
5. Click the down arrows to expand the categories.
6. Click the appropriate record number link.
   The Remittance Record appears in the Workspace.
7. If you plan to upload an EOB file, create an electronic (.pdf or .tif) version of the missing EOB.
8. Under the Select an action to resolve or reassign record heading, select one of these options:
• Upload missing Electronic Remittance Advice (ERA)
• Upload missing EOB (paper)

Remittance type is ERA

9. Click Upload missing Electronic Remittance Advice (ERA).
10. Click Choose File.
11. Locate the ERA file to upload, select it, and click Open.
    Note: The file must be a valid ANSI 835 ERA file. ERA files can be zipped together and uploaded in bulk. Zip files must contain raw ERA files only. Do not zip together already zipped files.
12. Click Upload ERA.
13. Click Submit.
    Note: The ERA file that you uploaded is available on the Practice Files page. The file is also listed in the Remittance History on the Submit Remittance tab.

Remittance type is EOB (paper)

Before you upload any EOB to athenaOne, convert the EOBs to the .pdf or .tif format. If you plan to upload multiple EOBs, create one .pdf or .tif file that includes all the EOBs and includes a detailed deposit slip — that is, an itemized list of all checks in the batch with the total amount (as shown on the BYOLB Remittance Template).

Note: Including a deposit slip in the electronic file decreases the chance of errors during the posting process (manual touches are greatly reduced).

14. Click Upload missing EOB (paper).
15. Click Choose File to select the file that you created on your computer or network.
16. Click Upload & Preview EOB.
    The file opens in the preview window. You can navigate through pages, rotate, and zoom to review.
17. Review the check number/identifier and the check amount to ensure that the EOB matches the check or EFT information associated with the record.
18. To avoid creating additional records, make sure that the EOB is complete and includes all claims associated with the payment.
19. Click Submit EOB for Processing. If you selected the wrong file by mistake, click Cancel/Discard EOB to start over.
    athenaOne creates a corrections payment batch and closes the remittance record.
    The record history now includes two new notes, indicating that you uploaded the remittance (including a link to view the EOB) and the new correction payment batch (with a link to the payment batch).

 

The initial display of the worklist shows headings for each unpostable type in the worklist, the number of records with that type, and the total dollar amount of the unpostables with that type.

 

Each unpostable record displays the patient name (if one was present on the remittance line) at the top left and the unpostable record ID across from it. Below on the left is the status and assignment displayed as STATUS(Assignment). To the right is the procedure code, if one is present on the remittance line. On the third row is the unpostable type for this record.

 

When you view an unpostable record on the worklist, the link is highlighted in yellow. If you edit the unpostable (using the Update Unpostable page) so that it no longer meets the worklist criteria, athenaOne automatically removes it from the Unpostables Worklist.

 

The Unpostable ID number on the Unpostable Remittance list provides a link to the Update Unpostable page, which appears in the Workspace when you click the ID number. You can use this page to view the unpostable details and to take the next action required to resolve the unpostable record.

 

 

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.

 

 

This section contains options and menus that allow you to take action on individual or multiple unpostable items. Click the desired option to enable its menu. The actions you select are applied to all the selected records in the worklist. The available options depend on the criteria used to generate the worklist.

• Apply the next event: Select this option for a short list of next logical unpostable events. Selecting an unpostable event from this menu indicates the action to be taken.
  Note: You can select the "Apply next event" option and menu only if all records contained within your worklist are currently of the same type and set to the same event.  
• Move the record to another location in the workflow: Select this option if an incorrect event has been assigned to the unpostable record and the unpostable record is currently in an incorrect state. This menu provides access to all unpostable events applicable to the unpostable type you are reviewing. If an incorrect unpostable event has been saved to the unpostable record, use this menu to access the full list of unpostable events and select the correct unpostable event.
  Note: You can only select the "Move the record to another location in the workflow" option and menu if all records are of the same type.
• Reclassify the record as another unpostable type: Click this option if the unpostable type assigned to the record is incorrect. Use the menu to select the correct unpostable type. This action updates the unpostable record with the correct unpostable type and sets the record to a "Created Event" (the first event in the life cycle of an unpostable record).
• Update the data on the record only: Click this option if you are updating unpostable record details only (e.g., check number, check identifier, unpostable note) but have not executed any actions that will move the unpostable record to the next state in its life cycle. Enter a free-text note in the Action Note field.
• The Route To menu appears only if the Unpostables Routing feature is enabled for your practice. This option allows you to update the assigned unpostables route. See also: Unpostables Routing.