Payment Posting Import - Knowledge Base Article

Overview

The Payment Posting Import form is used to load and post insurance payments that have been imported from clearing house ERA (Electronic Remittance Advice) files. Once ERA files are processed successfully by the LIS Billing module, their associated payments become available in this form for posting, rebilling of rejected/denied claims, and downstream patient responsibility processing.

This form is read-only with respect to payer-sourced amounts. Patient responsibility (PR), payments, and adjustments received electronically cannot be edited here.

Prerequisites

• ERA files must be received from the payer via the clearing house.
• ERA files must process successfully in the LIS Billing module. After successful processing, the imported payments will be available to load in this form.

Access and Layout

Accessing the form

• Open the Payment Posting Import form from your Billing module navigation. (Billing/Insurance Billing/payment Posting Import)

Form layout

The form is split into two sections, each with its own grid and full advanced grid capabilities (arrange, group, hide/show, and add columns):

1. Invoices/Claims grid (top)

• Displays invoices/claims available for payment posting after import.
• You can customize columns and layout to suit your workflow.

2. Charges grid (bottom)

• Displays the detailed charges for the invoice(s) you select in the top grid.
• Each charge includes related claim line information, CPT Codes, Deductible, Co Insurance, Co Payments, Other PR, Adjustments and Payments amounts.
• You can also customize columns and layout here.

Tip: Use grouping, filtering, and custom column setups on both grids to optimize denials worklists, batch posting, and QA review.

Importing Payments

Steps to import

1. Click Import.
2. Select all invoices/claims for which payments will be posted.
3. The selected invoices load into the top (Invoices/Claims) grid.
4. When you select one or more invoices in the top grid, their corresponding charges display in the bottom grid.

Note: If you do not see an expected claim, confirm that its ERA file processed successfully in the LIS Billing module or has not been processed by another user.

Posting Payments

Quick post workflow

1. In the top grid, select the invoice(s) or specific payment(s) you want to post.
2. Click Post Payment.

• If patient responsibility (PR) is present, you will be prompted:
  • Post Patient Responsibility: After payment posting, the Patient Responsibility Invoice form opens, showing the calculated PR so you can create the patient invoice immediately.
  • Post Payment Only: Posts the payment(s) without opening the PR form.

Note: You can always create patient invoices later by navigating to Billing > Patient Billing > Patient Responsibility.

Holding Transactions (Parking for Review)

Use the Hold button to mark imported payments as pending review/posting. This is useful when:

• A more experienced biller needs to review.
• Additional documentation or information is required.
• A payer anomaly needs investigation.

To resume processing held transactions later, go to:

• Billing > Insurance Billing > Transactions on Hold

Processing Denials in Batches

Use the Adjustment Codes and Remark Codes dropdown filters to quickly isolate denials and process similar denials in batches. Common use cases:

• Group all CO-97 denials for bulk action.
• Filter by specific remark codes to route or rebill efficiently.

Rebilling

Use the Rebill button when a claim needs correction and re-submission:

• Rebill posts the available payments and then opens the related orders in the Update Billing Info form.
• You can update required billing data and either:
  • Bill again immediately, or
  • Save updates to bill later.

Tip: Use this when the payer denial indicates missing/incorrect billing elements (e.g., subscriber details, diagnosis, modifiers).

More Options (Top Grid)

The More Options menu on the Invoices/Claims grid provides quick access to related actions:

• Edit/View related order
• Associate cases and documents
• Add comments
• View associated transactions (for the selected invoice) or all order transactions
• Display all order charges
• Update billing info without rebilling
• Open patient financial account

Use these shortcuts to reduce navigation time while resolving denials or validating payment details.

Read-Only Behavior

Important: This form operates in read-only mode for payer-sourced data.

• PR, payments, and adjustments received electronically via ERA cannot be modified here.
• To change payment data post the payment manually (see Payment Posting Manual).

Tips and Best Practices

• Use grouping (e.g., by payer or adjustment code) to streamline batch actions.
• Park complex issues with Hold, add to Cases and add comments for context so the next reviewer knows the required action.
• After posting with PR, finalize patient invoices immediately if your workflow targets same-day statement readiness; otherwise, post payment only and handle PR in batch later.
  

Troubleshooting

• Expected claim not visible after import: Ensure the ERA processed without errors in the LIS Billing module.
• Patient Responsibility prompt not appearing: Confirm that the ERA includes PR data or that PR was calculated for those lines.
• Can’t edit amounts: By design, ERA-sourced payment/adjustment/PR values are read-only in this form.
• Held items not found: Check Billing > Insurance Billing > Transactions on Hold and confirm your date/user filters.