This page will describe the line item posting module and procedures. There are two methods to post transactions. One, create a manual batch and enter each transaction one at a time. Two, upload an 835 file from your clearinghouse and the system will auto-create each transaction in the batch.
Section 1 Batches:
New Batch- creates a new posting batch
Open Pending- open any pending or soft saved batch
Find Batch- search any previous batch
Import- Used to Load 835 File from clearinghouse
Ignore Errors Admin use only
Finalize- Save posting to accounts
Save Pending- “soft save” will save your progress but not attach posting to account(works in conjunction with “Open Pending” button from Section 1
Section 3 Line Item:
New Payment- adds a new row for next patients info
New Line- adds a new line for the existing patient row
Bulk Action- inserts patient charges
Copy Down- copies selected field to the whole column
Delete- will delete a single row or all rows attached to selected patient account.
Section 4 Tools:
Find Patient- Opens advance search window to look up patients
Reverse Batch- Admin use only
Patient Screens- pulls up selected patients overview or financials page
Refresh Patients- Refreshes the financial information of the patient you have selected
Section 5 Workflow:
Workflow- Opens up posting workflow
Mark Complete- move opened workflow item to complete
Waiting for Documentation- move open workflow item to Waiting for Documentation
Put On Hold moves open workflow item to on hold.
Click the Line Item Posting icon on the Billing Modules tab
and the below window will appear.
The system will automatically either A) start a new batch for you, or B) re-open the last auto-saved batch from your local computer.
Starting from the Facility column going left to right, add in your facility, check number, account number, and payer information. Once this information is added then select the “Bulk Action” Button from the top ribbon to insert patient charges for the selected account number and date of service.
Once “Insert Patient Charges” is selected all charges for this patient will auto-populate on the Line Item Posting Screen.
Note: the patient's insurance will have to be added to every charge, this can be done manually or by using the “Copy Down” button on the top ribbon
Starting at the payment column going left to right add in the specific payment amount, coinsurance amount, copay amount, deductible amount, adjustment code and the adjustment amount(under Adj# column) from the explanation of benefits for each specific charge(note there are multiple columns for adjustment codes and adjustment amounts for when the explanation of benefits has multiple adjustment codes/amounts for a charge). Then repeat for every charge starting at the top and working your way down the list of charges.
Please note, DENIALS can be posted by leaving the Payment, Coinsurance, Copay and Deductible fields as 0.00. You can post a denial adjustment by populating the Adj Code1 and Adj1 columns and leaving all others as 0.00.
To add a row for another patient's payment select “New Payment” button on the top ribbon. Then repeat the previous steps for each patient the insurance has processed on the explanation of benefits.
Self-pay posting is much simpler. You only need to select self-pay under Payer and fill out the Payment Amount and Adjustment fields.
Classification- Select from a list of pre-loaded payment classifications *You can also create custom payment classifications (see instruction below).
Notes- Type in a note to have it appear on the patient finance screen under notes
You can create custom payment classifications under the Admin Tab in the configuration menu by selecting Look up Tables.
Once you are in the Look Up Tables, Select the PostingClassifications from the select list. Select the New Item icon to add your custom payment classification.
Enter your posting classification value and select your permission level. You can also enter the description.
You can run reports on posting classifications. The two reports are Adjustment Classifications and Adjustment Classifications Details.
In the ribbon at the top, select the Import button and you will be greeted by a standard Browse for File dialog box. Look for your .edi file from your clearinghouse and select it.
Once you click open all the transactions in the 835 will auto-populate into the batch as shown below.
You will now need to click on each line and validate the numbers as well as go through any patient responsibility posting. Not all 835 files from payers are accurate so you should be sure to validate each line and post according to your facility's posting guidelines.
Note about Error icons: The line Item posting screen will have error icons (red circle with white X) next to any line that has an error. Simply click the icon and see what the error is or review the Errors tab under Patient Information at the bottom of the Line Item Posting screen(see below). All errors must be addressed before you can save. The example below is corrected by selecting the active payer from the drop-down box.
Note: Select users will have access to the Ignore Errors Icon(see below) This Icon will allow you to save even when errors are present on the Line Item Posting screen. Please know that this is not the best practice to use this feature and it is up to the Posting team to review all errors before finalizing the batch
When you are done verifying all transactions and all errors are addressed click Finalize on the top ribbon and the below window will appear. Please ensure you name your batch appropriately so you can search for it later if needed. Best practice is to name it as Carrier Name + Check Number. Also, it is very important you Click the Browse button and upload the image of the EOB(if not already attached from the 835). This will save the actual check images to every patient account within your batch.
Note: Expected Payment and Actual Payment will have to match to be able to save unless in specific cases the Expected Amounts are Incorrect box is checked. In those cases please consult your supervisor.
This functionality will allow you to track all outstanding remittance needing posting. The workflow should be done as follows:
1. Every morning you should add all new checks and payments from your clearinghouse or bank deposit individually to the posting workflow by clicking the Workflow button and Add as shown below. Be sure to attach the 835 or EOB if you have it. If you do not have an 835 or EOB put the payment into waiting on documentation.
This process can be automated to auto import these files from your clearing house into the Posting Workflow. If you would like this automation, please submit a ticket within GoRev and the IT Team can start that process for you.
When the posting workflow is opened the system will automatically move that file from "Ready for Posting" to “In Progress.”. Once the file is Finalized and saved the system will automatically move the file to "Completed"
2. All posting should now be done by clicking on the Workflow button and working through the batches listed here.
If you have any additional questions or concerns regarding this tutorial, please contact the GoRev Support Team by phone at (317) 794-3900 or by email at firstname.lastname@example.org
Note: Always submit an IT Support Ticket detailing the problem that you are experiencing with this portion of GoRev, if possible, as this will give GoRev Support Agents access to information that will help expedite the resolution of your issue. If you are unsure how to submit an IT Support Ticket in GoRev, please see the IT Support Ticket Creation tutorial for assistance.