Entering bulk insurance payments

Sometimes a payor includes multiple claims on an explanation of benefits (EOB) and sends you one payment to cover those claims. You can split an insurance payment between multiple claims by entering a bulk insurance payment and then applying part of that payment to each claim without having to open each patient's record individually to post a payment.

Notes:

• You can create bulk insurance payments according to your security rights for the Ledger.

• The creation of a bulk insurance payment appears in the audit log.

• For information about using a credit card provided by a payor, refer to the topic about entering bulk insurance credit card payments.

To enter a bulk insurance payment

1. On the Home menu, under Insurance, click (or tap) Bulk/ERA Insurance Payments.

   The Bulk/ERA Insurance Payments page opens. The Bulk Payments tab is selected by default.

   

2. Click (or tap) Create New Bulk Payment.

   The Create New Bulk Insurance Payment dialog box appears.

   

3. On the Payment Information tab, set up all the following options:

   • Carrier name - The carrier that the payment is coming from. Begin typing part of the carrier's name or payer ID, continue typing to narrow the results list as needed, and then select the correct carrier.

   • Payment date - The date of the payment. According to your organization's policy, this date may be the date that the check was issued, deposited, or recorded; or in the case of an electronic funds transfer (EFT), this date may be the date that the funds were authorized, transferred, or recorded.

   • Amount - The payment amount.

   • Payment type - Whether the payment is from a check, an EFT, or a credit card.

   • Check # / Reference # / Transaction ID - Depending on the selected payment type, the check number, the EFT reference number, or the credit card transaction ID (you can leave this box blank if you will process the payment through Dentrix Ascend Pay using a credit card provided by the payor).

   • Bank/Branch # - For a check, your office's bank account number.

4. Click (or tap) Next, or select the Select Claims tab.

   The Select Claims tab lists outstanding claims for the selected carrier.

   

5. On the Select Claims tab, select the checkboxes of the claims that this payment applies to.

   Tips:

   • To help you locate a claim quickly, you can use the Search box. Enter the name of a patient or subscriber, an insurance plan name, or a billed amount, and the claims that match your search criteria are listed.

   • For each claim, the patient name, date of service, subscriber, insurance plan name, and amount billed appear for your reference to help you identify the correct claims.

   • You can sort the list by clicking (or tapping) any column header.

   • You can select up to 1000 claims for the bulk payment.

6. Click (or tap) Next, or select the Summary tab.

   The Summary tab lists the selected claims.

   

7. Click (or tap) Create.

   The new payment appears on the Bulk Payments in Progress panel of the Bulk Insurance Payments page.

   

8. You can now apply portions of the payment to the selected claims.