Payment Posting Manual - Knowledge Base Article

Overview

The Payment Posting Manual form is used to manually post insurance payments when ERAs are not available (e.g., paper EOBs, payer portals, ad-hoc corrections). It shares a very similar layout and workflow with the Payment Posting Import form but does not import payment amounts. Instead, users search for claims and enter payments, adjustments, and patient responsibility (PR) amounts directly.

Key differences from Payment Posting Import:

• There is no Import button. Use Search to find and load invoices/claims.
• Amounts (payments, adjustments, PR) are entered manually on the second grid.
• Use the Payment Method field to enter the check number (or other reference).
• The Adjust button applies charge adjustments for all selected invoices.
• The Paid button quickly autocompletes selected invoices as paid.

Prerequisites

• Have the payer remittance (EOB/portal/statement) available with payment, adjustment, and PR details.
• Appropriate posting permissions in the LIS Billing module.

Access and Layout

Accessing the form

• Open the Payment Posting Manual form from your Billing module navigation Billing>Insurance Billing>Payment Posting Manual

Form layout

The form is split into two sections, each with an advanced, customizable grid (arrange, group, hide/show, and add columns):

1. Invoices/Claims grid (top)

• Displays the invoices/claims you load via Search.
• Use filters, grouping, and custom column arrangements to match your workflow.

2. Charges grid (bottom)

• Displays detailed charges for the invoice(s) selected in the top grid.
• This is where you enter payment, adjustment, and PR amounts manually per charge line.
• You can fully customize columns and layout here as well.

Loading Invoices/Claims (Search)

1. Click Search.
2. In the LIS Transaction Search, filter by payer, date range, claim/invoice number, patient, or other criteria.
3. Multi-select all applicable invoices/claims.
4. Load the selected records into the Payment Posting Manual form. They will appear in the top grid; selecting any will show their charge lines in the bottom grid.

Note: The Manual form has no Import button. All work starts by finding claims with Search.

Manual Entry (Payments, Adjustments, Patient Responsibility)

All financial amounts are entered on the second (Charges) grid:

• Payment amount: Enter the paid amount per charge line based on the payer EOB.
• Adjustments: Enter contractual/non-covered/other adjustments per charge, with the appropriate adjustment codes if your configuration requires them.
• Patient Responsibility: Enter the PR amount (copay/coinsurance/deductible) per charge line.

Additional fields:

• Payment Method: Select the method (e.g., Check, EFT, Credit) and add the check number or reference. Use the check/reference number for reconciliation and audit.

Best practices:

• Balance the line: Payment + Adjustments + PR should reconcile with the original charge so that the remaining balance is correct (typically zero for settled lines).
• Use consistent adjustment reason codes to support accurate denial/adjustment reporting.

Posting Payments

1. In the top grid, select the invoice(s) you’ve completed on the second grid.
2. Review totals and ensure all charge lines have correct Payment/Adjustment/PR entries.
3. Click Post Payment to finalize posting.

Patient Responsibility handling:

• Any PR amounts you entered will be recorded with the posting. If your workflow creates patient invoices separately, you can navigate to Billing > Patient Billing > Patient Responsibility to generate patient invoices later.

Adjust and Paid Buttons

• Adjust:

  • Applies adjustments for all selected invoices.
  • Use when you need to distribute or confirm adjustments across multiple selected invoices in one step.
  • Review the results on the second grid and make any necessary line-level edits before posting.

• Paid:

  • Quickly autocompletes the selected invoices as paid.
  • The system auto-fills remaining amounts on the charge lines to close balances for the selected invoices.
  • Use with caution; verify totals and line distributions before clicking Post Payment.

Tip: If your workflow requires detailed line-level entry (e.g., multiple adjustment reasons), complete those on the second grid before using Adjust/Paid or posting.

Tips and Best Practices

• Use Search filters (payer/date/status) to build daily posting batches.
• Enter check numbers in Payment Method consistently to streamline deposit reconciliation.
• For complex claims, enter amounts line-by-line and validate totals before posting; reserve the Paid button for straightforward, pay-in-full scenarios.

Troubleshooting

• No results after Search: Broaden your filters (date range, payer) or verify claim status in the LIS.
• Can’t edit the second grid: Ensure you have posting permissions and that the selected invoice is eligible for manual posting.
• Totals don’t reconcile: Verify line-level Payment/Adjustment/PR entries against the EOB and update any missing adjustment codes if required by your configuration.
• Payment Method/check number missing: Ensure you’ve selected the correct Payment Method and entered the check/reference number before posting.