set up a payment posting batch - pacispacis.com/internal/how to_post charges and patient payments...

“How To” Title: How to Post Charges and Patient Payments Purpose: Instruction for Charge Posting and Patient Payment Entry Audience: NextGen User, Business Office Dept. Date: June 6, 2013

Set Up a Payment Posting Batch 1. Go to Posting Icon 2. Right-Click and Select “New”

3. Name the batch and Secure it to User


4. Right-Click and Set as Active Batch

Setting Your Session Settings Before you Begin a New Batch

Go to TASKS – Session Settings


1. Verify or Select your payment batch.

2. Enter your Charge Batch Info.

3. Click OK to close

PREPARING YOUR LIST OF PATIENTS 1. Click on the Appointment List icon 2. Select the criteria for your search and click FIND

Resource = Provider to post Status = Kept Appointment Date = Last Week Right-click on the patient and select charges

3. IV. Enter Charges and Payments


Posting Charges 1. Enter and Save the charges and diagnoses from the Fee Ticket 2. Run the Claim Edits 3. Click on “Add Transaction” *you must have an active batch!

Posting Patient Payments

4. Select Payer: Patient 5. Enter Pay Amount and Pay Code

a. *Tracking description can be used for check number or other information according to your internal policies.

6. Make sure that the payment is applied to a line item. 7. Save the Transaction 8. Close the Payment Entry screen. This will return you to charge posting window


Balancing Charges

1. Go to Reports Icon 2. Select the Report Type – Daily Balancing and double-click on Daily Charges by Creator

3. Click on the Creator tab

4. Click on the yellow folder to open selection window

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1. Highlight your name and use the blue arrows to move your name to the right-hand side so that only

your charges will be displayed. 2. Click Ok to close this window and click OK again to run the report.

7. Match the total of your fee tickets to the total on the report for that batch.

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8 Right-click on the Encounter and select Charges.

9. Highlight to charge to correct and select “OPEN”. Make the correct and Save your changes.

Close the charge screen and the patient chart and you will return to your report.


10. Click on the “lightning bolt” icon to Refresh your changes. Check your totals. If they are correct, you

can print this report and attach it to your charges.

Balancing and Batch Posting of Payments 1. Go to Posting Icon 2. Right-Click and Select “Print – Batch Listing”


3. Review the Report and make certain the receipts collected match. ***If the receipts do not match the report do not continue with this process! See the section at the end of this document for assistance with corrections!

4. Right-Click and Select “Ledger”


1. Click on “Header” 2. Enter the “Billed, Allowed, and Payment” amounts from the Ledger into the Header. *This simply confirms to the system that you are “IN BALANCE” 3. Click “OK” and Close the Transaction Ledger

You should notice that your batch Status has changed from Out of Balance to “Balanced”


4. Right click on the Batch and Select “Post”….

9. Click OK to confirm posting *ONLY if you are certain that the amount collected has balanced to the amount on the report – see Step 3.


10. Print this report and proceed according to your internal process for depositing payments.

Correcting Errors in Payment Posting *If you batch listing does not match the amount you collected, you can correct the errors from the Transaction Ledger.

1) Right-Click on the batch and select Ledger 2) Double-click on the transaction that contains the error.


3. Click “Open” which will allow the payment to be edited. Make necessary changes and Save them.

*Changes made here will not be reflected on the Transaction Ledger until it is closed and reopened! Close the ledger and begin the batch balancing process from the beginning

set up a payment posting batch - pacispacis.com/internal/how to_post charges and patient payments...

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