How to Auto Post Insurance Payments in Patient Accounts
Sections
- Accessing Auto Post Payments
- Blue Buttons
- Filters
- Display Options
Practices can load, review, and post remittances to Patient Accounts. To take advantage of this feature, your practice must be submitting insurance claims through ICANotes in ANSI 837 format to one of our clearinghouse partners. If you are already working with one of our clearinghouse partners, we can convert you to 837 format on request. Please have a Security Administrator contact ICANotes Support at 443-569-8778 to have this feature enabled. Please Note: your Clearinghouse will also have to activate this feature on their end as well. After you have been converted to 837 format, you will begin receiving your remittances electronically (also known as an ERA, 835, and electronic EOB) so that you can review and post payments to each patient’s account. ICANotes will download these remittances into Patient Accounts automatically nightly (at approximately 12:30 am EST) for you to post at your convenience.
This guide will take you through:
- Accessing Auto Post Payments
- Matching Unmatched Remittances
- Posting Matched Payments
- Reviewing Payments Posted to Patient Accounts
Accessing Auto Post Payments:
To access the Auto Post feature, enter the Patient Accounts filing cabinet drawer from the Chart Room (or from any of the Patient Accounts buttons throughout the program).
Select the Auto Post Payments tab from the options in the window that populates.
There are many options that will allow you to filter the results you see when you are looking or payments to post. The tabs and buttons for 'Chart Room' and 'Back' will remain at the top of the window. There may be remits to post listed below the filter options when you first access Auto Post Payments. First, this guide will focus on the options and filters available. The default settings are shown below. Use the red X on any field it is available to remove content.
Blue Buttons:
A. Search allows the filters that have been set to be applied and produce results.
B. Clear All will remove all selections in fields.
C. When viewing only Unmatched remittances, this option will search for service codes that match the remittance.
D. When viewing only Unmatched Remittances, this option will search for patients that match the name on the remittance As shown below.
E. Confirm that the payments listed are matched correctly.
F. Post payments that have been matched with service charges.
G. Print the list of services and payments, including filters as displayed on your screen.
Filters:
Auto Post Payments has a set of filters that will allow you to search for specific information.
A. Service Date Start - The first date you want to look for. If you only want to see one date, use the same for both A and B.
B. Service Date End - The final date you want to look for. If you only want to see one date, use the same for both A and B.
C. Search by Service Code on the Claim/Remittance.
D. Search for a specific Modifier used.
G. Switch to search by either Service Date or Posted Date.
E. Search By Claim Status Code.
F . Search by Payment Identifier
G. Search by the total payment amount (not limited to just Checks).
H. Search by specific Clinician/Provider.
I. Search by Insurance Payer,
J. Search by Patient.
K. Switch between searching by Service or Posted date.
Display Options:
There are options to customize the content that you see once you have applied your filters.
A. Show Unmatched: Remittances that have come in but have not matched to an ICANotes Service Charge will populate in pink.
B. Show Matched: Remittances that have come in and have been matched to an ICANotes Service Charge will populate in yellow.
Please Note: If there are matched payments when Auto Post Payments has been enabled, you may wish to check the Show Details box to display the detail view on all payments that have already been applied to each matched date of service. If you see that the payment has already been recorded, you can either delete the remittance using the red X or hide it with the grey X before using the blue Post Matched Payments button. Old remits that have already been posted manually may load in when you begin using the auto post feature.
C. Show Posted: Remittances that have been matched and posted to the Patient Account will populate in green.
D. Show Review: Items are automatically marked as 'Review' when a claim is received that might cause a service to have a negative balance. Review items will be marked off in a darker orange and show when searching for 'Matched' items as well.
E. Show Details: Payment Adjustments and prior payments will populate.
F. Show Providers:
G. Show Payers:
H. Ignore Modifiers when Matching: This option will allow modifiers to be ignored when matching payments to ICANotes Service Charges. A detailed example oft his is shown in the next section.
Matching Unmatched Remittances:
There are several reasons that a Remit may not match a Service. The most common are a Name mismatch, Service Code mismatch or a Modifier present on one and not the other.
The option (mentioned in the ) that will ignore Modifiers when matching. If this option is enabled and the remit still does not have a match, you will want to verify that there is a charge in the patient account that matches the date of service and the service code.
Tools:
Verify Match: Confirms the match of a remittance to an ICANotes service charge. Typically this would be if there was an orange Unverified match.
Clear Match: If a match has already been made (or posted), selecting this will disengage the match on the auto post window.
Warning: If a remit/payment is already posted to account, you will need to manually remove any auto post charges on the service charge once the match has been cleared.
Patient Name Mismatch: If a name came through incorrectly on the remittance, this button will allow you to change the name to match the ICANotes account.
Change DOS: If the date of service was incorrect on the remittance, this button will allow you to change the DOS to match the ICANotes account.
In the screenshot above, you can see that there was no information in the ICANotes Service Charges column previously. Use of 'Ignore Modifiers' allowing a match is shown below.
Payment Remarks:
There may be payment remarks. These will be indicated by a bolded payment mount. Hovering your cursor over these will show the payment remark.
Posting Matched Payments:
Once you have a set of remittances to post, the first step is to verify all the matches (A), then post the payments (B).
You will need to verify that you want to post all of the matched Payments:
The program will show the progress when posting:
Once the payments have been posted an alert will populate:
The previously yellow payment will now be green to indicate that it is posted.
Reviewing the Posted Payments in the Patient Account:
You will be able to see the payment posted in the account. Clicking on the Edit pencil will open the Service Charge Details
Clicking on the edit pencil for the insurance payment within the Service Charge Details will populate the Edit Insurance Payment window.
This window will show the details of the payment such as the date of the payment, the date the payment was posted, payer, check number, adjustment code and amount, payment amount.
To see how to prep and submit secondary insurance via auto posting, please see this knowledge base article.
Related Articles
Manual Post Payments for Secondary Billing
This Knowledge Base guide covers the workflow for using Manual Post Payments in Patient Accounts to manually post an insurance payment – as opposed to auto post – for the purposes of electronically billing the secondary payer. Please note, if your ...Patient Accounts Reports
Index Sections Accessing Patient Accounts Patient Accounts Report Search Filters Patient Accounts Reports Provider Report Deposit Report This Knowledge Base article is a comprehensive guide covering Patient Accounts Reports in ICANotes, including ...How to Bill Secondary Insurance
Index Sections How do I bill a secondary insurance? Post Payments and Prep Secondary Claims How do I bill a secondary insurance? Before submitting claims to secondary insurance, the primary payment must first be posted to the patient’s account. There ...Patient Account Auto Responsibility Switch
Group Administrators may go to Group Level Settings & Directories Accounts tab to enable the PA Auto Responsibility Switch. If there is a balance remaining after the primary insurance payment/adjustment, ICANotes will automatically switch the ...Roll Up Accounts
Watch our introduction to Roll Up Accounts. <br> Video link: https://www.youtube.com/watch?v=27ny9vdtfgw Roll Up Accounts are useful for companies that bill for multiple organizations. Let’s take a look at how this happens and which ...