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This article provides step-by-step instructions on how to post insurance payments and patient payments in Elation Billing.

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Overview

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What is Posting a Payment?

Posting a payment is the process of recording funds received from insurance payers or patients and applying them to specific claims. This includes entering payment amounts, adjustments, and determining where remaining balances should be routed.

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Why is Posting a Payment important?

Accurate payment posting ensures your accounts receivable is up-to-date, claim balances are correctly adjusted, and remaining balances are properly routed to secondary payers or patients.

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Workflow Instructions

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Posting an Insurance Payment

  1. Navigate - Select the New Payment option from the Payments drop-down menu. Image
  2. Enter Payment Details - Select the payment type Insurance and choose the insurance, then enter the basic payment information.
    When posting an Insurance payment, create ONE payment for the FULL amount of the check. You will add ALL claims from the EOB into this one single payment.
    Optional: Include a Bonus amount or an Ignored amount. Select the Payment type. Choose the insurance. Designate the Payment Method, Check Number, Payment and Posting Date, and Payment Amount. Optionally, include a Bonus and/ or Ignored amount.
  3. Add Claims - Add claims to your payment by entering the superbill number and hitting enter or clicking the + Claims button. The system will not let you add the same claim twice. Image
  4. Use Quick Links - You can click on several quick links in the blue claim header:
    • Open the superbill
    • Open the patient
    • Edit demographics and insurance
    • View claim history
    • Delete the claim from the payment
    Image Click Detail to show or hide the expanded view of the superbill: Image
  5. Enter EOB Charge Line Items - Enter the following for each charge line:
    For secondary/tertiary payments, enter only the payment and patient responsibility.
    • Allowed - The allowed amount
    • Adjustments - When the Allowed amount is input, the initial Adjustment and CO45 code will automatically populate
    • Payment - The payment amount
    • Patient Responsibility (if applicable) - Deductible, Coinsurance, Copayment
    When you input a new Adjustment code, you should see the appropriate code, title, and description appear. This helps confirm the appropriate code has been added.
    Image Use the Bill To drop-down on the right to select a claim disposition:
    • Insurance (e.g., “1 - Aetna”, “2 - CA Medicaid”) - Claim goes into the billing queue
    • Patient - Claim balance is transferred to the patient
    • Settled - Claim balance will be settled
    • Crossover - Claim will be marked billed but not transmitted (must include a name in the CARRIER box)
    On a manually-posted payment, Bill-To will default to the Primary Payer. If no Payer information is present, it will default to Patient.
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  6. Save the Payment - Once your payment has been fully input, you should find that the Unapplied box is now green with a balance of $0.00. Any other value in red indicates an imbalance. Click Save to apply the funds and the claims’ disposition.

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Posting a Patient Payment - Automatic

This workflow does NOT apply to Elation EHR + Billing users that utilize Stripe for payment collection. For Elation EHR + Billing Patient Payment instructions, please refer to the Integrated Patient Payments article.
Patient Payments may be automatically posted in several ways:
  • On the Superbill - If a Copayment Collected amount is entered, a Payment dated to the DOS will be created
  • On the Patient Page (Collect Now) - If your practice has Stripe set up, this leads to the Stripe Checkout page
  • Online Patient Payment - If the patient pays online per their statement, a Patient Payment will be created

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Posting a Patient Payment - Manual

For Elation EHR + Billing practices with Integrated Patient Payments, Steps 1-2 will NOT apply. Please see Activating Legacy Payment Workflow for instructions.
If a patient’s Copay is accounted for on their Superbill, a Payment was automatically created. You can find the Payment through the Patient’s History button or in the Payments tab by searching the patient.
  1. Navigate - Select the New Payment option from the Payments drop-down menu. Image
  2. Enter Payment Details - Select the payment type Patient and choose the patient, then enter the basic payment information. Image
  3. Add Claims - Select View Patient Claims to view all claims on which the patient has balance responsibility. View Patient Claims is found in the upper-right of the Add Claims To Payment box Select the Claim(s) you’d like to add to the Payment: This view offers info like Claim ID, DOS, Patient Balance, and more. On the far right is an Add Charges button, which adds the Claim to the Payment Alternatively, add claims by entering the superbill number and hitting enter or clicking the + Claims button. Image
  4. Use Quick Links - You can click on several quick links in the blue claim header to open the superbill, patient, edit demographics, view claim history, or delete the claim from the payment. Image
  5. Apply the Payment - Add the amount of the Payment being applied to the claim in the Payment field.
We do not advise applying Patient payments before Insurance payments have been applied.
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  1. Set Bill To - Designate where the claim will be routed next. If the balance has been fully covered, the claim will likely be Settled.
  2. Save the Payment - If the patient’s payment has been fully applied, the Unapplied box will be green with $0.00. Click Save to apply the funds and the claims’ disposition.