To post payments, go to the Receive payments/Adj. Screen (found under Bill/Coll: Enter/Review Entries: Receive Payments). The patient can be found by using the F4 list key to find or by entering in either of the Patient Code# or Invoice #.
The Invoice Number should be listed on the carrier EOB as the Patient Account Number, so it will be much easier to look for this number on the EOB, rather than locating the patient first, then finding the correct invoice number. Hit Enter to move directly from last name field to the Invoice# Field.
The current responsible carrier shows in the Carrier this Payment field. If the patient paid, erase these two fields by deleting or pressing Ctrl + Backspace. If for some reason the Secondary pays before the Primary, simply hit Shift + F9 to change the responsibility.
Please note that clearing the fields Carrier this Payment with the backspace or spacing through only changes the responsible party for this check. Pressing Shift + F9 changes the responsible party for this check and the remaining checks.
Enter the Check Reference number (or another reference name/number) and the Date. The same check reference number may be used for different invoice numbers. However, each payment within an invoice must have a unique Check Reference number. For example, typing "Cash" as the Check Reference (after it has already been used as the Check Reference for this invoice) will pull up the previous "Cash" payment. Anything typed here would change the previous Cash entry, not enter a new Cash Receipt Entry.
Hit Enter to proceed to the second page of the Receive Payment Screen.
Put the amount of this invoice payment in the Amount to Apply field. Hit Enter to continue. This will bring up a box that offers to automatically apply payment; it would calculate and apply a percentage payment for each code. Generally, select "N" here to apply the Amount Paid to each Procedure Code individually. Enter the appropriate payment for each Procedure Code based on the EOB amounts.
Hitting Enter after the Amount to Apply field will skip the Interest Payment field. If there is an Interest Payment from a carrier, hit Shift + Tab to get back into the Interest Payment field to enter the Interest.
If there is an adjustment/non-allowed to be posted, enter this amount in the Adj./Write-Off/Non/Allowed column. To write off an account, post the w/o amount in this column.
Pressing F2 will pull up a table showing the default account for non-allowed. To change this account, press F7 or F8 to find the appropriate account, Bad Debt etc. If this transaction is pulled up for review, the default account will reappear in this screen. However, the general ledger will show that the amount was posted to the proper account. Write off and non-allowed have nothing to do with cash. Therefore, nothing should be in the amount to apply field unless it is a payment.
Press F2 to save Type of Payment. Press F2 again to Update Responsibility, Print, etc.
Press F2 a third time to actually save the payment.