Posting Insurance Payments

Related Training

Setting Up Automatic Payments Recorded Class

To post an insurance payment:

In a patient’s chart, select Financials > Ledger. The Ledger for window is displayed.

Ledger

Under Actions, click New Payment. The Post New Payment window is displayed.

Post New Payment

In the Amount Paid field, enter the payment amount.

Note: If the insurance claim is denied, enter $0 in the field.

Verify or correct the Acceptance Location, Acceptance Date, and Accounting Location fields.

Note:
-- The Acceptance Location for the payment is where the payment is taken and defaults to your logged-in location.
-- The Accounting Location for the payment is where the work was completed and where the payment is applied.
From the Payment Type drop-down list, select the type of payment. If you select Insurance—Check, Insurance—Credit Card, or Insurance—EFT, you are prompted to select a claim, and the Claim Number is automatically added to the transaction details upon posting.

Note: Insurance claims that are open are automatically displayed in the drop-down list. You can also enter characters (e.g., Insurance Company, Service Date, etc.) in the Claim Number field to search through every claim for the patient, including claims that are not open. Select the proper claim to make the payment against.
If applicable, select a Payment Subtype from the list.

Note: The Payment Subtype field is only available for the Insurance - Credit Card insurance payment type.
Select External Claim if you need to make the payment against a claim that is not stored in the system. When selected, a message is displayed and you are prompted to confirm if you want to proceed. When you click Yes, Proceed, an External Claim Information field is added to the window. Here you can enter any details to help you identify the claim that the payment is being posted against.

Note: When posted, any information entered in the External Claim Information and Reference fields is automatically appended to the transaction description.
Use the Reference and Comments fields as needed for additional information.

Note: Reference and comment text is included in the transaction description upon posting. Reference text is automatically appended to Claim Number and displayed in the Patient Ledger, Financial Daysheet, and related reports including Statement and Account History.

Verify that the Payment Amount is correct.
Click Post Payment.

Important: If you are signed up to use Payment Manager for Sensei Cloud, the posting process is different. For more information, see the Sensei Cloud Payment Manager Getting Started Guide.