Posting batch insurance payments

Insurance carriers often settle claims by sending you one check to cover multiple claims. For example, if your practice has several patients who are covered by the same carrier and plan, the carrier will then settle claims coming from your practice for these patients by remitting a single check. You can post payment for all claims associated with a single insurance check at the same time through a ”batch” process.

To post a batch insurance payment

1.   In the Accounts toolbar, click Batch Payment, and then click Enter Batch Ins. Payment.

The Batch Insurance Payment Entry dialog box appears.

 

2.   Type the Check #, payment Amount, and Bank/Branch #.

3.   Click the Insurance Carrier Name search button.

The Select Insurance Plan dialog box appears.

 

·        Select the appropriate insurance plans.

Note: To select more than one carrier, press the Ctrl key and then click the carriers. You can select up to 150 different carriers; however, Easy Dental only reads the first 150 claims.

·        Click OK.

A list of all outstanding insurance claims for the carriers you selected appears.

4.   Select the appropriate claim, and then click Edit or double-click the claim.

The Primary or Secondary Insurance Claim window appears.

5.   In the toolbar, click Enter Payment, and then in the menu, select one of the following:

·        Itemize by Procedure –

The Insurance Coverage Update dialog box appears.

·        Total Payment Only –

The Total Insurance Payment dialog box appears.

 

Note: Easy Dental populates the Check # and the Bank/Branch # fields from the Batch Insurance Payment Entry dialog box.

6.   Under Deductible Applied For Claim, type the amount applied to the patient’s deductible.

Note: The amount applied to the deductible appears in the Explanation of Benefits (EOB).

7.   If you did not itemize payments or need to change the Total Amount Paid, under Provider Amounts, do one of the following:

·        Double-click the provider who should receive the payment.

The Provider Payment dialog box appears.

·        Type the amount paid.

·        Click OK.

·        Click Add to enter a payment for a different provider.

The Provider Payment dialog box appears.

·        Click the Provider search button, select the appropriate provider from the Select Provider dialog box, and click OK.

·        Type the amount paid, and click OK.

·        From the Total Insurance Payment dialog box, click OK/Post.

Note: If the patient has secondary coverage, create a secondary insurance claim.

8.   In the toolbar, click Exit.

Easy Dental updates the Paid Claims area and the Batch Total field in the Batch Insurance Payment Entry dialog box.

9.   Repeat these steps to enter all of the insurance payments from a single check.

Notes: When you finish attaching claims to one payment, the amount in the Batch Total field should equal the check total in the Amount field. If the amounts differ when you close the Batch Insurance Payment Entry dialog box, a warning appears informing you of the difference.

·        To save the batch session entry and return later to complete it, click Yes.

·        To correct the difference immediately, click Cancel.

Important: If you close Easy Dental, you will lose a saved batch entry. As long as Easy Dental remains open, you may reopen the Batch Insurance Payment Entry dialog box and complete the process at any time.

10. When you have finished entering the payment for one check and are ready to enter another, click Next Check to clear the dialog box of all entries.