Entering Bulk Payment Details

To enter a bulk payment:

Do one of the following:

Select List > Bulk Payments > Main Bulk Payments List.
Select Activities > Enter mail payments > Bulk payments.
Click the Bulk payments button on the toolbar.

The Bulk Payment Pick List window is displayed. The list is empty unless there are bulk payments in the process of being entered.

Click Add if you are entering a new payment, or select a payment and click Edit if you want to edit an existing or incomplete payment. The Bulk Payment Entry window is displayed.
In the Deposit to field, select the A/R administrator. You can edit this field if you are adding a payment, but not if you are editing a payment.
In the Payor name field, type the name of the payor issuing the payment. This is usually an insurance company, but can be a government agency or a third-party administrator.
Select the Payment type: Check, EFT, or Credit.
Type the Check number, EFT number, or up to 15 characters in the Memo in the field.
You can view, but not change, the Date entered and Date completed fields for the payment.
You can start entering a payment on one day and finish it on the next day. It appears on the deposit report for the day it was started.

In the Check, EFT, or Credit Amount field, enter the total amount of the payment.
Under Patients paid for, click Add patient payments. The Person Pick List is displayed.
Select the patient or responsible party whose claim is being paid. The Outstanding Claim Pick List for this patient is displayed.
Select the appropriate claim from the list. The Receive Insurance Payment window is displayed.
Enter the Insurance payment amount, and click the Status column for each procedure being cleared by this payment until it reads Collected.
Click OK, update blue book.

Click OK, don’t update blue book. See Adding a New Insurance Plan (Employer/Plan).

If there are no outstanding claims, a message is displayed.

Click No to cancel.

Click Yes to enter the payment for this patient anyway. An entry screen is displayed. Enter the amount, and click OK. The Person Pick List is re-displayed for you to select the next patient.

As you enter the payments that make up the total payment amount, the system keeps track of how much of the payment has been accounted for and how much remains to be entered.

When all payments have been entered, and the total of all payments equals the payment total, a message is displayed.

Click Yes. The Bulk Payment Pick List window is displayed with the completed payment. Close the window.
If you begin making entries for a particular payment, but do not finish adding the outstanding claims, you can click OK to exit. The Bulk Payment Not Complete message is displayed. Click Yes to quit, and the record is saved in the pick list for you to access later.

ePayments Service

If you are using the PracticeWorks ePayments Service, use the Credit Card button on the Bulk Payment Entry window. When transactions are Authorized or Settled, an indicator is displayed for the payment.