The Group posting type allows you to manually enter insurance payments that do not have any adjustments associated with them. This is very useful for secondary insurance payments.
Accessing Group Payments
- Open the Payment menu, select Batch Payments.
- Select Group from the Payment Type drop-down.
- 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 detail.
Group Payment Entry - Top Section
- 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. Enter 00 in the field to automatically populate with today's date.
- 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 batch number, this will allow you to be strategic about reporting. Some members use the Batch field to include the payer, so you can report by payer.
- Total EOB $: While this field is optional, it will help you balance by entering 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 #: Enter a patient’s account number or name.
- Insurance: Select the insurance that is associated with the payment you are posting.
- Date of Service: Enter the date(s) of service listed on the EOB you are posting. You can enter a single date of service or a date range.
Select OK to continue entering the payment information. If the charges do not appear, try leaving the Insurance field blank.
- Show All Charges: Check this box to display all charges, including those with a zero balance.
- Payment Code and 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 $: enter the total EOB amount for the payment you're going to post.
- Transaction Type: Defaults to Group Payment.
- Cash, Check, or Credit: Select the type of payment that you received.
- Check Number: Enter the check number of the payment. This is not a required field but is recommended for balancing.
Group Payment Entry - Bottom Section
- 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
- Ins. Code: Displays the insurance code of the payer that was selected in the top section
- Y/N: Enter Y to post the full outstanding amount of the charge
- Pay/Adj: If Y/N is set to N, enter the amount paid here
- 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
- 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
Group Payment Entry Page Validation
The system completes a validation check to determine if the EOB $ amount is equal to the total of the Pay/Adj 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 it again.
If you attempt to add a payment that exceeds the amount you entered in the EOB $ field, the system will ask you if you want to correct the charge line. For example: if the charge was $100 and you only had $35 left from the EOB, the system will input $35 into the Pay/Adj field, and will put the other $65 into the xFerAmt field.