Payment Processing
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Chapter 26
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Process a payment and post it to an invoice
Objective
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Batched totals
Weekly deposit
Daily deposit
Lock box
Auditing and control
Unapplied payment amounts
Tax identification number
Explanation of benefits
Balance bill
Key Concepts
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Medical facilities receive payments in several
ways:
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Some patients pay for services at front desk
Can be full amount, copy or coinsurance
Some payments arrive in mail from patients,
insurance, employers and other payers
Some payments are made electronically by
insurance company
Payment Processing
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Payments received at front desk typically are batched totaled
for weekly deposit to bank depending on procedures of
facility
Payments arriving in mail typically batch totaled for daily
deposit to lock box at bank
Bank will make copies of checks and send copy to facility next
business day which is faster access for facility
Medtrak Payment Batches screen records/tracks payment
batches for facility-new batch record is added for each deposit
made to bank-auditing and control is done by matching
money in bank deposit by total of payments in batch
Payment entry staff access Billing menu from MedTrak Main
Menu-On Billing Menu user clicks Payment Batches button to
display Payment Batches screen for facility
Do This! Pg. 318
Payments
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Displays only payment batches with unapplied
payment amounts
Those batches with remaining balance will be
applied to invoices or refunded to payer
Figure 26-1 Payment Batches Screen
Payment Batches
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Payment Batches processor has the following
options available:
Batch Type-payment batches can be displayed
as:
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Unsubmitted
Submitted
Approved
All
Payment Batches
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Display Order-the view of the invoices can be sorted by:
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Payment batch date
Payment batch number
Show all balances
Show only non-zero balances
Search
Some medical facilities separate payment processing functions
for control purposes
One group of employees open checks, total them for bank
deposit and record them in batches in Medtrak
The supervisor then reviews bank deposit compares to batch
total in MedTrak
If amounts balance supervisor approves batch for application
of payments to open invoices and bank deposit for delivery to
bank
Then another group of employees applies payments to open
invoices. Only approved payment batches can be applied to
open invoices
Payment Batches
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To add a new batch of payments click Add
button
The Payment Batch; Add screen appears
reflecting the following:
Batch Number
Date and Time
TIN (tax identification number)
Description
Batch Total
Figure 26-2 Payment Batch: Add
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Next screen is Payment Add screen for adding
individual payments for the batch-Figure 26-3
Medtrak automatically sets Type of payment to
Check(because most come in this form)
If payment is made another way payment entry staff
use the Type of payment drop-down list to select
other type of payment
For Source Type field Medtrak automatically sets
field to Company-Use drop-down list to select type
of payment source
The Pay INV # is important. To save time MedTrak
allows payment entry staff to enter invoice number
on his/her check or enclose and explanation of
benefits (EOB) with check. Which explains what the
payer is paying and why
Typically insurance companies do not pay full
amount of line item
Adding A Payment
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On individual payment screen record all info about
payment:
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Type of payment-check, cash, credit card etc..
Source Type-company, patient, private insurance, work
comp, other payer
TIN-will automatically be filled in
Check #
Date of Check
Pay Inv #
Amount of Payment
Credit card info
After recording payment info click Submit button-next
screen is Patient: Select screen-Figure 26-5
Do This! Pg. 323
Adding A Payment
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This screen is broken down as follows:
The invoice info is in top frame in green
The payment info is in top frame in blue
The line item info is in bottom frame presents
up to four line items on one screen
There are columns of numbers for each line
item for the following: billed amount, total paid
by all payments, total adjusted by all payments,
amount paid by this payment, up to five
adjustment, denial, and write-off
codes/amounts, balance owed
Posting Payments To Line
Items
Totals for entire invoice are at bottom
 Buttons are used to do the following:
Submit payment
Paid in Full
Adjustment Codes
Line Item Log
Figure 26-8
Payment: Add
Do This! Pg. 326
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Posting Payments To Line
Items
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Figure 26-9 Payment: Add screen showing
data
Figure 26-10 Entity/Payers: Select screen
Do This! Pg. 328
Posting Payments to Line
Items
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Figure 26-11 Payment Posting screen
Payment Posting Screen
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Figure 26-12
Adjustment Codes Screen
First five codes are standard that MedTrak uses for everyone.
After DD code, the codes are specific to the facility:
BB-balance billing
RB-rebilling line item to next payer
CP-indicates amount next to code field is patient’s copay
amount
CI-indicates amount next to code field is patient’s coinsurance
amount
DD-indicates that amount next to code is applied to patient’s
deductible
MedTrak is set up to accept 5 adjustment codes for each line
item. Codes are not case sensitive.
Each payment posting screen only displays four line items on
one screen
Adjustment Codes Screen
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Page Up and Page Down buttons act just like
Submit Payment button to move screen
up/down
Figure 26-13 Payment Posting screen showing
Blue Cross payment(first screen)
Figure 26-14 Payment Posting screen showing
the Blue Cross payment(second screen)
Figure 26-15 Payment Posting screen showing
the invoice balance(third screen)
Do This! Pg. 333 & 334
Adjustment Codes Screen
Figure 26-16
Batch Payments screen showing
both payments
Figure 26-17 Payment Batches screen showing
payment batch
Do This! Pg. 336
Adjustment Codes Screen
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You will need to print and turn in your patient
statement
Do This! Pg. 336
Printing The Patient
Statement For Mr. Baker