Posting Bulk Payments

Insurance companies send one bulk reimbursement check with the payment EOB breakdown by responsible/patient party. You must post the payments to the different patient accounts. The bulk payment feature gives you the ability to post payments for all patients insured by a specific carrier at one time.

Important: Be sure carrier names are consistent. Patients are selected for the bulk payment list based on the carrier name, regardless of employer.

To post a bulk payment:

Click the Insurance Functions button on the main menu. The Insurance Functions menu is displayed.
Select Post Bulk Payment. The OrthoTrac Software Carrier Lookup window is displayed.
Select the insurance company that sent you the check and click OK. The Post Bulk Payment window is displayed. All patients assigned to that carrier, regardless of employer plan, are displayed.

In the Reference field, type the reference number from the check. Press Enter.
In the Check Amount field, type the amount of the check. Press Enter. The Unallocated amount is displayed (the same as the Check Amount), and the Allocated amount is $0.00.

Be sure to allocate all of the check. If you exit from the Post Bulk Payment window before you are finished, all of your entries are removed.

If the amount displayed matches what is printed on the check’s EOB for that patient, press Enter. If the EOB lists a different amount, type the new amount and press Enter. A window containing Patient and Insurance options is displayed.
Press Enter or click Apply to apply the check amount to the selected account. To apply the payment to the other account balance, select the account and click Apply. A checkmark is displayed next to the balance paid.
Select the next patient on the list.

If the Assume Insurance Amount option is selected at the bottom of the Post Bulk Payment window, the insurance current balance for all patients in the list is automatically entered as the payment amount. If you need to post a different amount, type it in the field.

When all payments have been posted and the Unallocated amount is $0.00, click OK.

Click Print to print a report.

Tip: If all patients have been posted and the unallocated amount is not $0.00, click Print, compare the printout to the EOB, and make corrections as needed.