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New Insurance Payment Posting Screen

Jasmine Lee
Updated

Summary:  The New Insurance Payment Posting Screen makes it easier and faster to post insurance payments by automatically calculating adjustments based on the information entered from your EOB. 

This updated screen helps reduce manual work, improve accuracy, and provides a clearer view of how payments impact patient balances.

Before You Begin (Required Setup)

Before using the new screen, your office must configure default adjustment codes.

Where to Navigate

Go to: Setup > Account Info > Advanced Tab 

What Needs to Be Set

Make sure the following default codes are entered:

  • Fee Increase Code (for higher-than-expected payments)
  • Fee Decrease Code (for lower-than-expected payments)
  • Transfer Code (for overpayments)
  • Write-Off Code (for balances not billed to the patient

 

Step 2: Enter Actual Payment (EOB)

Enter the actual amounts from the Explanation of Benefits (EOB).

  The system will automatically:

  • Compare estimated vs. actual amounts
  • Apply the correct adjustment codes
  • Update the ledger for you

Step 3: Review Adjustments

Based on the difference between estimated and actual amounts, the system will automatically:

  • Add or reduce production
  • Apply write-offs or transfers depending on setup and selection

Step 4: Apply Write-Offs (Optional)

If insurance underpays, you can choose to:

  • Write off the difference (patient is not billed), or
  • Leave the balance for the patient to pay

Step 5: Select Reason Codes

Select the reason codes that match the EOB:

  • Up to 3 reason codes per line
  • Reason codes are preloaded for selection

 

Common Payment Scenarios:

  

Paid as Expected

  • Payment matches the estimate
  • No adjustments needed

 

Ledger:

 

  Higher Payment (Fee Increase)

  • Insurance pays more than expected
  • System automatically increases production using the configured code

 

Ledger:

 

Lower Payment (Fee Decrease)

  • Insurance pays less than expected
  • System reduces production using the configured code

Ledger:

 

 Short Payment (Patient Balance Remaining)

  • Insurance pays less (e.g., annual max reached)
  • If no write-off is selected:
    • Remaining balance is transferred to the patient

Legder: 

 

Short Payment (Write-Off Applied)

  • Same scenario as above
  • If write-off is selected:
    • Remaining balance is written off
    • Patient is not billed

 

Ledger:

 

 

*As shown below, the EOB field includes an attachment icon next to the EOB title.

To attach an EOB:

  1. Click the attachment (paperclip) icon next to the EOB field
  2. Upload the EOB file from your computer
  3. Save or continue posting the payment as needed

Once uploaded, the EOB will be linked directly to the payment for easy access.

Best Practices:

  • Always review your EOB carefully before entering amounts
  • Verify your adjustment codes are set up correctly
  • Use reason codes to match insurance explanations for accurate reporting
  • Review the adjustment details before finalizing the post

Contact support:

  • Submit a support ticket to enable the new screen

Additional resources:

Conclusion:

Taking a moment to review adjustments before posting helps ensure your patient balances and production numbers stay accurate.

 

 

Article Version 1.1 2026.18.05

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