Update Unpostable

 

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 Find Unpostables page: On the Main Menu, click Financials. Under PAYMENTS, click Unpostables. In the left menu, under UNPOSTABLE REMITTANCE, click Find Unpostables.

Locate the unpostable to be refunded

2. Enter or select the search criteria to display a list of unpostable items.
3. To access individual unpostable records, click a group name to expand the list of individual records in that group.
4. Click the linked unpostable ID number to display the Remittance Record page in the Workspace.
5. Make a note of the amount and ID of the record. You will need this information to continue the refund process.

Create the negative deposit batch

6. On the Remittance Record page, under the Payment Batch heading, click Create New Batch.
   The Prepare Deposit Batch page appears.
7. Scroll down to the Enter Deposit Batch heading.
8. Deposit Date — Enter today's date as the deposit date.
9. Bank Account — Select the bank account.
10. Deposit Amt — Enter the deposit amount. This amount will be a negative number that is equal to the unpostable amount you are refunding (for example, if the unpostable amount is $50.00, the deposit batch total will be: -$50.00). Write down this amount because you will need to use it throughout this process.
11. Bank Deposit Type — Select the bank deposit type. Generally, you should select "Cash & Checks."
12. Checks Deposited By Site? — Select Yes.

Under the Enter Payment Batches heading

13. Target Amount — Enter the target amount of your payment batch. The target amount should be the same as your deposit amount (a negative amount).
14. Check # — Enter the number of the check (if available) that you are using to refund the payer.
15. Notes — Enter a note indicating "refund for remittance record ID#___."
16. Click Save. The page refreshes with the new information.
17. Locate the yellow Payment Batch Detail line where the Parent ID column is populated with the text "PARENT."
18. Click update.
    The Edit Payment Batch page appears.

On the Edit Payment Batch page

19. Click the assign to (your username) button to the right of the Opened by field. The page reloads.
20. Click Save.
21. Click the record ID link in the Unpostables Worklist to redisplay the Remittance Record page.

Update the remittance record/unpostable as a refund

22. In the Status section, under the Select an action to resolve or reassign record heading, select the Update status and reassign record option.
23. Update status — Select Refunded Payer.

If the Refunded Payer option is not available:

1. Add a detailed note in the Note field stating that the payer was refunded and include any additional information.
2. Choose Posted to athenaOne or Recorded in General Ledger.

If the Posted to athenaOne and Recorded in General Ledger options are not available:

1. Reclassify the record as No Matching Charge/Patient.
2. Select Refund Required.
3. Select Refunded Payer.
24. Note — Enter a note indicating that this record is being refunded with an offset unpostable.
25. Click Submit to save the record with the updated record details. The unpostable changes to CLOSED status.
26. In the Payment Batch Status Summary section, click add unpostables. The Add Unpostable page appears.

Create the offset unpostable record

27. Amount — Enter the amount of the offset unpostable. This unpostable should be the exact opposite of the unpostable record that is being refunded (for example, if the unpostable record that is being refunded is for $50.00, the offset unpostable created for the purposes of refunding should be -$50.00).
28. Type — Select Offset.
29. Note — Enter a note indicating "refund for remittance record ID#___."
30. Click Save.
31. In the Payment Batch Status Summary section at the top of the page, click manage unpostables.
    The Find Unpostables page appears, with the Payment Batch ID field populated with the batch you need.

On the Find Unpostables page

32. Click Generate Worklist at the top of the page. The offset remittance record/unpostable you created appears in the Task Bar.
33. In the Task Bar, click the record ID link to display Remittance Record page in the Workspace.

Close the offset unpostable and close the payment batch

34. In the Status section, under the Select an action to resolve or reassign record heading, select the Update status and reassign record option.
35. Update status — Select Recorded in General Ledger.
36. Click Submit to close the unpostable.
37. In the Payment Batch Status Summary section, click close payment batch.