Overview
In PIMSY, there is a process for manually posting payments. This is useful when payments are received directly from an insurance company, or in any situation where payments need to be entered in batches.
Required Permissions and Prerequisites
- This article is in reference to our Desktop application
- Please assign the Create, Modify, View, and Delete permissions for the following rule(s):
- Electronic Data Exchange (EDE)
- Invoice List View
- Invoicing Co Pay - Self Pay
- Settings:
- -177 BILLING - Auto create the Secondary invoice when the Primary Invoice is checked Paid
Step-by-Step Instructions
Step 1: Navigate to the Invoicing Screen
From the top navigation menu, go to:
Financial > Invoicing Screen
From the Invoicing screen, filter for the Client and the Service Date for which the payment was received. To learn about posting payments please refer to our How to Post Payments article.
Step 2: Create Your Batch
From the Invoicing window, click on Batch Posting.
From the EDE window, click on Create New Batch.
A series of popups will appear asking the following info for the batch:
Please enter a description for this batch
Please enter a Payer for this batch
Please enter the Total Amount Paid by the Payer for this batch (Numeric Values Only)
Please enter the Issued Date or this batch. (Date Values Only)
Last One. Please enter the Check Number
Once you have completed answering the questions, the Manual Batch Posting window will appear, with your responses automatically populated in the appropriate fields.
Step 3: Post the payments
Enter the invoice number for the first payment (you do not need to add the "INV-" prefix). The amount billed will populate.
Hit tab on your keyboard to go to the next field. Here, you can enter the Payer Claim Control #. This is the claim id number found on the remittance.
Tab again to enter the amount paid.
Tab again to enter any write off amount for that specific claim.
If any amount went to the client deductible you may enter it next, or tab through to enter the Claim Adj. Code. This is the response code located on the claim line on the remittance.
If there was any amount that is due by the patient, you can click Bill Client for Remainder, where you will be taken to the Take Payment screen to charge the client's credit card (if enrolled in the integrated credit card processing.
Once you've completed the payment line detail, you can click Save and Next, where you repeat the steps for the remainder of the claims. If there are any denials, you may repeat the steps, replacing posting payment amounts with denial codes.
Step 4: Reconcile
Notice with each posting, the amount in the bottom right corner will sum in the Total Posted field. When the posting is completed, you may click Processed to finalize the batch. If you need to filter for all the claims that were affiliated with this batch, you may click Filter Invoicing By Batch. This will open the invoice screen with all the invoices that are tied to that batch.
Please note, there is no way to attach payments made directly in the Invoice Screen to a batch. To assign them all to the same batch they must be posted with the Batch Posting feature.
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