Applying Insurance Payments to Any Open Balances

  1. Open the Receipts & Adjustments window and click the Apply to Insurance tab. For more information, see Opening a Patient’s Receipts and Adjustments.
  2. Select an insurance company from the Insurance drop-down menu.
  3. Type or select dates in the Dates of Service boxes if you want to view patients that are reflected on date-specific EOBs.
  4. Click Display Charges and select Display Summary View or Display Detail View.

    If you view the insurance charges in the summary view, you can post payments by patient total balances.

    If you view the insurance charges in the detail view, you can post payments by line item.

  5. Type the payment amount in the Amount Paid text box.
  6. Select one of the following payment method radio buttons:
    • Check - If you select this method, select the EFT date from the Check/EFT Date calendar.
    • EFT - If you select this method, select the EFT date from the Check/EFT Date calendar.
    • Credit Card
  7. Apply the payment amount using one of the following methods:
    • If you are applying a check or EFT payment, type the check or EFT number for your deposit ticket in the Check # or EFT # text box.
    • If you are applying another type of payment, select the payment type from the Type drop-down menu.
  8. Select the person recording the transaction from the Recorded By drop-down menu, if this field is not locked.
  9. Click in an item’s Payment text box and type the payment amount to apply the amount to a specific item.

    Typing a partial payment amount in the Payment text box will display an amount in the Balance box next to the item. If you only record a partial payment, you can post the remainder of the insurance payment at a later time.

    You may type a negative number for VSP insurance payments, but not for other insurances. To record chargebacks for other insurances, go to Recording Insurance Chargebacks.

    Click Adj to transfer the balance to another insurance company or patient, adjust the amount, or write off the balance. For more information on adjustments, go to Adjusting, Transferring, and Writing Off Charges.

  10. Click Print to print the list of patient insurance receivables.
  11. Click Record to apply the payments.

    If you try to record a payment on a line item in the detailed view that is higher than the open charges, the Insurance Overpayment window opens. Choose to adjust the open charges to match the overpayment amount, transfer the overpayment to the patient’s credit, or not make the overpayment.

    If you adjust the open charges to match the overpayment amount, OfficeMate automatically increases the balance to match the overpayment. The amount in the Patient’s Ledger will display “(ADJ)” next to it.

    If you transfer the overpayment to the patient’s credit, the correct amount is credited to the line item and the overpayment is transferred to the patient.

    If you do not make an overpayment, the payment will automatically be corrected to be the same amount as the open charges.

  12. Click Print Receipt to print a receipt.
  13. Click Printer Setup to set up the printer or select a printer other than the default printer. For more information on setting up the printer, go to Setting Up the Printer.
  14. Click Close to close the Patient Receipt window.
    15. After you record a payment, the payment is assigned a receipt number. To view and change payments, click History. For more information on viewing and changing payments, go to Modifying Payments by Using the Receipt History Window.