Multiple Entry Payment Posting
The Mulitple Entry posting type should be used when you have an EOB with multiple adjustments or transfer detail amounts per one CPT code and you need to record the details to bill a secondary payer. This window allows up to 5 adjustment options per service line. This method is typically used when Medicare is the primary payer.
Accessing Payment Multiple Entry
- Open the Payment menu and select Batch Payments.
- Then, select Multiple Entry from the Posting 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.
Payment Multiple 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 $: Use this field to enter the payment for this patient and Date of Service.
- 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.
Payment Multiple 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
- 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: List each adjustment amount separately along with its corresponding Adjustment Qualifier and Reason Code.
- xFerAmt: Auto-populates and updates with each additional Adj
- Xfer Det Amt: Manually enter the balance or breakdown of the amount that needs to be billed to a secondary or tertiary insurance
- 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
After you enter all of the required fields, click Save to complete the transaction.
Requirements for PR and CO Adjustments Qualifiers
For each charge line:
- If the Adjustment Qualifier field is set to PR (indicating patient responsibility), then there must be a value greater than zero in the Xfer Det Amt field.
- If there is no transfer amount and no adjustment amount, update the Adj Qual field to NA.
- If the Adjustment Qualifier is set to CO (indicating a contractual obligation), then either the Payment Amount or Adjustment Amount field must be greater than zero.
- If there is no Payment Amount, Adjustment amount, or transfer amount greater than zero, update the Adj Qual field to NA.
For more information, please see: PR and CO Qualifier Errors.
Tips for success with this method
- Remember: payment and adjustment codes update based on payer selected (setup in the RevFlow backend).
- Anywhere you have an adjustment or transfer amount, you can never leave the Adj Qual field as N/A.
- Never put your adjustment and transfer amount on the same line. The adjustment amount should appear on the line above the Transfer Amount. We recommend putting the transfer amount at the end of the adjustment list for that CPT Code.
- Your xFerAmt must match the amount listed in the Xfer Det Amt, and should always list PR 2 - Coinsurance amount as Adj Qual and Adjustment Reason fields.
- Never leave the Adj Qual code as N/A on a line that is a transfer or a balance, or the payment will reject.