eServices > Using the ePostings Service

Understanding the ePostings Payment Viewer Window

The ePostings Payment Viewer window displays payment information about electronic and paper claims. Each payment—electronic fund transfer (EFT), check, or non payment—is displayed on a separate line. A payment can include more than one claim.

• Typically, the ECS clearinghouse sends ePostings files to your office after you submit claims through eClaims. To receive ePostings files that are currently available without submitting claims, select Insurance > eServices > Receive Only.

You can work with ePostings payments in several ways. You might post all of the payments with a Ready status first, and then go back and review the payments that need attention. Conversely, you could address all the payments with a status of Need Attn and then post.

To work with payments in the ePostings Payment Viewer window:

1. Do one of the following:

• Select Insurance > Insurance Payments > ePostings > ePostings Payment Viewer.

• Click in the ePostings Notifications section in Practice Central.

• Select the ePostings Notifications entry in the Office Expert Summary in Practice Central.

The ePostings Payment Viewer window is displayed.

For a description of the fields in the ePostings Payment Viewer window, click here.

2. Use the Sort By options at the upper right of the window to sort payments by pay date, check/routing number, payment type, status, date received, and insurance company.

3. The search parameters used in the Find field vary, depending on the option you select.

3. Select a payment from the list. Information about the payment’s posting status is displayed in blue text directly below the list.

The following message types can display:

• EFT Posting Status Messages:

  • This ePostings Payment has been electronically deposited. You may now post using the Post menu option. This message is displayed if the status is Ready (all claims are matched, all distributions are confirmed, and the payment date has been reached) and the payment has not been placed on Hold.

  • This ePostings Payment is on HOLD and will not be posted. This message is displayed if the status is Ready (all claims are matched, all distributions are confirmed, and the payment date has been reached) and the payment has been placed on Hold.

  • This ePostings Payment has not yet been electronically deposited. You may post using the Post menu option on or after MM/DD/YYYY. This message is displayed if the status is Waiting (all claims are matched, all distributions are confirmed, but the payment date has not been reached; hold status does not matter), and MM/DD/YYYY is the Pay Date.

  • This ePostings Payment will not post until all claims have been reconciled. This message is displayed if the status is Need Attn (at least one unconfirmed claim or distribution discrepancy; payment date and Hold status do not matter).

• Check Posting Status Messages:

  • This ePostings payment is in the mail. You may post using the Post menu option when the check arrives. This message is displayed if the status is Ready (all claims are matched, all distributions are confirmed, and the payment date has been reached) and the payment has not been placed on Hold.

  • This ePostings Payment is on HOLD and will not be posted. This message displays if the status is Ready (all claims are matched, all distributions are confirmed, and the payment date has been reached) and the payment has been placed on Hold.

  • This ePostings Payment has not yet been mailed. You may post using the Post menu option when the check arrives. This message is displayed if the status is Waiting (all claims are matched, all distributions are confirmed, but the payment date has not been reached; Hold status does not matter).

  • This ePostings Payment will not post until all claims have been reconciled. This message is displayed if the status is Need Attn (at least one unmatched claim or distribution discrepancy; payment date and Hold status do not matter).

• Non-Payment Messages:

  • This ePostings payment amount is zero (denied or pre-auths). You may post at any time to mark denied claims as complete. This message is displayed if the status is Ready (all denied or pre-auth claims are matched, all distributions are confirmed, and the payment date has been reached) and the payment has not been placed on Hold.

  • This ePostings Payment is on HOLD and will not be posted. This message is displayed if the status is Ready (all claims are matched, all distributions are confirmed, and the payment date has been reached) and the payment has been placed on Hold.

  • This ePostings payment amount is zero (denied or pre-auths). You may post when the Pay Date has arrived to mark the denied claims as complete. This message is displayed if the status is Waiting (all claims are matched, all distributions are confirmed, but the payment date has not been reached; Hold status does not matter).

  • This ePostings Payment will not post until all claims have been reconciled. This message is displayed if the status is Need Attn (at least one unmatched claim or distribution discrepancy; payment date and Hold status do not matter).

Additional claim information is displayed in the boxes at the bottom of the window:

• Claim Summary:

  • Ready—The number of claims ready to post.

  • To Be Confirmed—The number of claims waiting to be confirmed.

  • Missing Claims—The number of claims that are missing.

  • Verify Distribution—The number of claims requiring distribution verification.

  • Manual Distribution—The number of claims requiring manual distribution.

  • Total Claims—The total number of claims associated with this payment.

• Posting Summary:

  • Claims to Post—The total number of claims to be posted.

  • Not Postable—The number of claims marked as Not Postable.

  • Already Posted—The number of claims posted.

  • Total Items—The total number of claims that make up this payment.

  • Actual Postable Amount—The total of all payment transactions added to the SoftDent software when the ePostings payment is posted.
    
    If the Not Postable Amount is negative, the Actual Postable Amount will be higher than the Total Payment Amount. Example 1:There are 10 claims, each with a payment amount of $100.00, for an actual postable amount of $1,000.00. In addition there are Provider Level Adjustments of
    -50.00 for "Overpayment," meaning that the insurance company is adjusting the amount of the payment by $50 to recover money that is owed it. So the actual amount of the check is $950.00.
    
    If the Not Postable Amount is positive, the Actual Postable Amount will be lower than the Total Payment Amount. Example 2:There are 10 claims, each with a payment amount of $100.00, for an actual postable amount of $1,000.00. In addition, there are provider level adjustments of $1.50 for "Interest Charges," meaning that the insurance company is adding interest to the amount of the check. So the actual amount of the check is $1,001.50.

  • Not Postable Amount—The total dollar amount of claims that have been flagged as Not Postable or Already Posted, as well as the total dollar amount of provider level adjustments that are included in this payment.

  • Total Payment Amount—The total amount of the Check or EFT.
    
    If the Not Postable Amount is negative, the Actual Postable Amount will be higher than the Total Payment Amount. Example 1:There are 10 claims, each with a payment amount of $100.00, for an actual postable amount of $1,000.00. In addition there are provider level adjustments of
    -50.00 for "Overpayment," meaning that the insurance company is adjusting the amount of the payment by $50 to recover money that is owed it. So the actual amount of the check is $950.00.
    
    If the Not Postable Amount is positive, the Actual Postable Amount will be lower than the Total Payment Amount.  Example 2:There are 10 claims, each with a payment amount of $100.00, for an actual postable amount of $1,000.00. In addition there are provider level adjustments of $1.50 for "Interest Charges," meaning that the insurance company is adding interest to the amount of the check. So the actual amount of the check is $1,001.50.

• Notes:

  Notes in this field cannot be edited. Use the scroll bar to view text that is not fully visible.

  To add a note to this field, select View/Add Notes from the Options section of the Express bar.

The following options are available from the toolbar:

• Close:

  Click this button to close the window.

• Delete:

  Click this button to delete the selected payment. A warning message is displayed, asking if you are sure you want to delete the ePostings payment information.

  If you click Yes:

  • The record is removed from the ePostings Payment database.

  • All associated claim detail records are removed from the ePostings Payment Detail database.

  • All transaction service line records associated with all claim detail records are removed from the ePostings Transaction Detail database.

  • To use this function, you must have Delete Transactions security permissions. You can also assign a login or password override to this function.

• Find:

  Click this button to select the Find field, where you can type search information.

• Previous:

  Click this button to go back one item in the list.

• Next:

  Click this button to advance to the next item in the list.

• Refresh:

  Click this button to refresh the information in the window.

• View Details:

  Click this button to open the ePostings Payment Detail window, listing all claims associated with the selected ePostings payment.

• Post:

  Click this button to post one or more payments and/or adjustments for all claims associated with the ePostings payment.

  • The selected payment's status must be Ready, and the payment cannot be On Hold.

  • To use this function, you must have Add Transaction security permissions. You can also assign a login or password override to this function.

The following options are available in the Options section of the Express bar:

4. View Details:

   Select this option to open the ePostings Payment Detail window, listing all claims associated with the selected ePostings payment.

5. Post:

   Select this option to post one or more payments and/or adjustments for all claims associated with the ePostings payment.

   • The selected payment's status must be Ready, and the payment cannot be On Hold.

   • To use this function, you must have Add Transaction security permissions. You can also assign a login or password override to this function.

    

6. View Original ePostings Data:

   Select this option to display the ePostings payment data as it was received from the clearinghouse.

7. View/Add Notes:

   Select this option to display the ePostings - View/Add Notes window, where you can view existing notes or add notes associated with the selected ePostings payment.

8. Review:

   Select this option to display the Document Review window for the selected ePostings payment.

    

9. 1 Add Memo:

   Select this option to display the Memos window, where you can type a memo for the selected ePostings payment. This memo is displayed in the Today's Memos window.

10. Mark Complete:

    Select this option to remove the posted payment from the ePostings Payment Viewer window and place it in the Completed ePostings Payment window.

    Use this option if the payment was posted incorrectly or if the payment had been posted manually, without using ePostings.

    • The claims for the selected payment must be marked Not Postable or Already Posted, and the payment cannot be On Hold.

    • To use this function, you must have Add Transaction security permissions. You can also assign a login or password override to this function.

4. Do one of the following:

5. If you selected a payment with a status of Ready and the posting status message states that the payment has been deposited:Click Post.

6. If you selected a payment with a status of Ready and the posting status message states that the payment is in the mail:Do nothing at this time. When you receive the check, verify the amount and then post the payment.

7. If you selected a payment with a status of Ready and the posting status message states that the payment has been put On Hold:Look at the Notes section at the bottom right of the window for an explanation of why the payment is on hold, or double-click the payment to display the ePostings Payment Detail window and select the claim that is on hold to view the payment information.

8. If you selected a payment with a status of Waiting:Do nothing at this time. When you receive the check, or when the pay date has arrived, verify the amount and then post the payment.  

9. If you selected a payment with a status of Need Attn:Double-click the payment. The ePostings Payment Detail window is displayed.
   See Understanding the ePostings Payment Detail Window for more information about working with ePostings payments.

5. Click Close.

Related Topics

Understanding the ePostings Payment Detail Window