COB Batch Ins - Payment Entry

The COB Batch Insurance screen allows you to manually post insurance payments (EOBs) and easily continue the process to submit claims to additional payers. We recommend posting all manually entered insurance payments on this screen to reduce errors and ensure consistency.

Note: This article refers to manually entering payments. This is not for Electronic Remittance Advice (ERA) posting. To learn more about posting an ERA, please see ERA Payment Posting.

Posting Payments

1. Navigate to Payments > Enter Payment > COB Batch Ins. Near the top of the screen, you will see 5 tabs. The Ins Pmts w/ COB will be green indicating you are on the COB Batch Ins payment screen.
2. Enter the insurance company's name at the far top right. Once you select the insurance from the drop-down menu, all sessions that are currently open to that insurance company will be listed and separated by client. If you would like to only view service lines for a specific client, use the Insurance Company drop-down and select Client. Note: When filtered by Client, you have the option to view all service lines with a balance, regardless of status. 
3. Enter the received payment information. Not all fields are required.

   Total Amount	Amount of the payment
   Pmt Method	Check, EFT/ACH, Credit
   Received Date	Also known as the Post Date
   Check Date	The date of the payment
   Check Number	Enter the check number for better reporting
   Deposit Date	The date funds were deposited
   Insurance Company	If you searched by Client, you will have to indicate who the payment is from

4. Indicate the payment, adjustment, patient responsibility, and action for each service line corresponding with the EOB.

   Pmt Amt	The amount paid on that specific service line
   Class	If you use payment classes, select that here
   Adjustment Amount	The amount the payer is reducing the charge by
   Adjustment Remark	The reason for the adjustment (i.e. 45, 253)
   Post	This box must be checked to apply the adjustment
   Patient Responsibility (PR)	The amount owed by the client, according to the EOB - Copay, Deductible or Other (Co-insurance)
   Post to unassigned	If the PR amount is available in the client's unassigned balance, you can apply the funds by checking this box
   Session Action	What do you want to do with the service line after the payment is posted? (i.e. Resubmit, Close Session)

   Note: If an insurance is denying your claim and you will be resubmitting the claim, you will not want to Post the adjustment.
5. Once all information has been entered, click Apply payments. At this point, a check will run to verify that the payments add up to the Total Amount, a Session Action has been selected for all lines with payment information entered, and that the New Balance on each line will not be negative.

How do I know if the client has unassigned funds?

Next to the client's name, you will find text that indicates the unassigned amount the client has. It will also display the unassigned amount you are applying to the current service lines. Remember, the funds are only being applied if Post to unassigned is checked. 

How do I know if the client has an additional payer that I need to send the claim to?

If the payer doesn't indicate on the EOB that the claim has been forwarded to an additional payer, you will have to manually submit those close claim by choosing Resubmit as the Session Action for each line. The view each client's payer hierarchy, click the  icon. 

Additionally, using the  icon on the right side of each service line will indicate which payer(s) the line was previously invoiced to.