Standard Payment (Batch Payments Page)
The Standard Payment posting type is the most commonly used payment entry method on the Batch Payments page. This method allows you to post one line item per CPT code.
- Open the Payment menu and select Batch Payments.
- Then, open the Posting Type drop-down and select Standard Payment.
This page is comprised of two sections. The top section of the page is where you input information related to the payment you are posting and the bottom section displays the transaction details.
Payment Entry - Top Section
Before you can enter the payment detail information, there are required fields you must complete on the top section of the page.
- Deposit Date: This is one of the most important fields in RevFlow, as most reports run based on Deposit Date. Organizationally, you should come to an agreement on whether this date is the day you’re posting the payment, the date of the EOB, etc. Whatever you decide, this field should be used uniformly throughout. To use today’s date, type in 00 and press the Enter key on your keyboard.
- Batch: This field is this is optional, but can help you segment out your reporting when balancing. You can use this field to indicate payment types. Note: All balancing reports already pull by user initials, so it is not necessary to include initials in this field. Decide on one consistent way for using a batch number, as this will allow you to be strategic about reporting. Some members use the Batch field to include the payer, so you can run reports by payer.
- Total EOB $: While this field is optional, it will help you balance by entering in the whole check amount here. As you post each service line, this amount will reduce by the amount posted. At the end of the EOB, you’ll want to ensure this amount is zero. This indicates you’ve posted the same amount as the total payment.
- Account #: This field will be present on the EOB. Remember, your three-digit clinic code will appear before the Account Number, so drop these three characters before entering in the account. Note: You can also input the patient name, but Account Number is preferred as it is more specific. The account number is a great indicator of whether this EOB belongs in RevFlow or in your old system during Onboarding. If the EOB does not have the clinic code, you’ll know this payment belongs in your old system. In this field, you’ll need to use your down arrow to select the patient, and the Enter key to confirm.
- Insurance: Select the insurance that is associated with the payment you are posting.
- Date of Service: Enter the Date of Service range from the EOB. Then, click OK; this will automatically load all charges related to the patient for that Date of Service.
- Payment Code & Adjustment Code: These two fields populate according to the Insurance you selected. If the Insurance field was left blank, these fields will need to be manually selected.
- EOB $: Use this field to enter the payment for this patient and Date of Service.
- Cash, Check, or Credit: This field defaults to Check, but you can use the radio buttons to select another option.
- Check Number: Enter the check number of the payment. This is not a required field but is recommended for balancing.
Payment Entry - Bottom Section
After you complete the Date of Service range in the top section, the bottom section of the page displays the line item transaction details for the patient, Date of Service, and insurance you selected.
- ID: Unique number assigned by the system for each charge
- DOS: Date of Service
- CPT: CPT code billed
- Charges: The original charge amount
- Owed: Amount that is currently owed on the charge
- From Ins: Auto-populates with the insurance that the payment is from
- Allow: The amount that the insurance is allowing you to bill for the charge
- Pay: The amount that the insurance is paying towards the charge
- Adj: Auto-populates using this formula (Owed - Allow - Pay = Adj)
- xFerAmt: Auto-populates using this formula (Allow - Pay = xFerAmt)
- xFerIns/Place of Service: Select where the remaining balance is due from
- Adj Qual: Change this field to reflect the adjustment code from the EOB. For more information, please see: PR and CO Qualifier Errors.
- Adjustment Reason: Change this field to reflect the adjustment code from the EOB
- Trans Code: Change this field to reflect the adjustment code from the EOB
After you enter all of the required fields, click Save to complete the transaction.
Payment Entry Page Validation
The system completes a validation check to determine if the EOB $ amount is equal to the total of the Pay column. If they do not match, you will receive the error shown below. You will need to select OK and correct the error before trying to save again.