Betasky

Chapter 29: Payment Posting

Chapter Overview

What You'll Learn:

  • How to open Payment Posting and who can use it
  • How to create and post a manual remittance batch (check / EFT / paper EOP)
  • How automatic 835 ERA payments from Stedi appear
  • What to do when an ERA cannot match a claim (Claims Center → Exceptions)

Time to Complete: 20–30 minutes

Who Should Read This: Billers, Agency Administrators

Prerequisites: Claims exist in Submitted (or related) status — see Chapter 27: Claims Center

This chapter describes on-screen labels only. No screenshots are included.

29.1 What Payment Posting Is

Payment Posting is where you record payer remittances against claims — either by building a remittance batch yourself, or by reviewing batches created automatically from Stedi 835 ERA files.

Path: Sidebar → Billing & revenue → Payment Posting
URL: /dashboard/payment-posting

Related placeWhen to use it
Payment PostingBatch remittances (manual or auto 835 trail)
Claims Center → row Post PaymentOccasional one-off posting on a manual claim
Claims Center → Exceptions835 / 277 / 999 that could not match a claim PCN

Electronic claims normally receive cash from clearinghouse 835 responses. Manual claims are often posted here in batches from a check or EOP.

29.2 Access Rules

RuleBehavior
PermissionPost Payments (billing:post-payments) — typically Agency Administrator and Biller
SandboxHidden and blocked (production only)
Billing-onlyAvailable (no CCN requirement on this page)

29.3 What You See on the List Page

When you open Payment Posting:

  1. Title Payment Posting
  2. Button New Remittance Batch (top right)
  3. Filters: Search by Check #, Filter by Payer (All Payers), Status (All / Draft / Posted)
  4. A table of batches

Table columns

ColumnMeaning
Payer namePayer for the remittance
Check/EFT datePayment date
Check/EFT #Check or EFT reference
Total amountTotal remittance amount
# of claimsHow many claim lines are in the batch
StatusReady to Post (draft) or Posted

Empty state: No remittance batches found. (or no draft/posted batches for the current filter).

Click a row to open the batch detail page (/dashboard/payment-posting/:id).

29.4 Manual Remittance Batch (step by step)

Use this when you have a paper check, EFT notice, or EOP and want to apply it in Betasky.

Step 1 — Create the batch

  1. Click New Remittance Batch.
  2. Modal title: Post New Remittance.
  3. Read the info note (enter the total from the check/EOP).
  4. Fill in:
    • Payer
    • Check / EFT Number
    • Payment Date
    • Total Check Amount
  5. Click Create Batch & Start Posting (or Cancel).

You land on the batch detail page.

Step 2 — Understand the balance counter

On the detail page you will see:

  • Breadcrumb back to Payment Posting
  • Check/EFT number as the heading
  • Subtitle like Payer: … • Date: …
  • Status chip (Draft or Posted)
  • Edit Batch Details (Draft only)
  • Balance counter:
    • Total to Apply
    • Applied
    • Remaining

Remaining must be $0.00 before you can post. If not, the UI warns: Remaining balance must be $0.00 to post the batch.

Step 3 — Select claims

  1. Click Select Claims.
  2. Dialog: Select Claims for {Payer}.
  3. Only Submitted claims for that payer are listed in this picker (use filters Claim Number, Service Date From/To, Apply as needed). Partially paid claims are handled from Claims Tracking residual / one-off paths, not this picker.
  4. Columns include Patient name, Claim #, Service dates, Billed amount, Balance due.
  5. Select rows → Add Selected Claims.

Default payment amount for each line is typically the claim balance due.

Step 4 — Optional general adjustments

Click Add General Adjustment → Add General Adjustment / Interest.

Types include:

  • Interest Payment
  • Provider Adjustment
  • Incentive
  • Penalty

Enter Amount and Notes / Description, then save. Adjustments help the Remaining balance reach $0 when the check total does not equal claim payments alone.

Step 5 — Edit individual claim lines

On the line table you will see columns such as:

Patient · Claim # · Visits · Billed · Payment · Adjustment · Action · Actions

Use edit to open Edit Claim Payment:

  • Action — Pay or Deny
  • Payment Amount
  • Adjustment Amount
  • Adjustment Reason Code / Denial Reason Code as needed
    → Save Changes

Step 6 — Post the batch

When Remaining is $0.00:

  1. Click Post All Claims or Post Selected (N).
  2. Confirm in Post Batch Claims → Post Claims.

Posting will:

  • Create payments on the selected claims
  • Update claim statuses / balances
  • Mark the batch Posted when complete

29.5 Automatic 835 ERA (Stedi)

For claims submitted electronically through Stedi, payers often return an 835 ERA. Betasky can:

  1. Match the ERA line to a claim by patient control number (PCN / claim #)
  2. Post the payment automatically
  3. Create a Posted remittance batch trail (you may see notes such as 835 ERA (auto-linked))

What you see as a user

  • A Posted batch appears on the Payment Posting list (no upload button on this page — there is no ERA file upload UI here)
  • On the claim, payment history may show it was Processed by Remittance Batch, with an 835 ERA chip and a link to the batch
  • Denials carried on an 835 can move the claim to Denied

If a Draft batch already exists for the same check

The automatic ERA bridge skips linking that check so your manual draft workflow is not overwritten. Finish or clear the draft intentionally.

29.6 When an ERA Cannot Match — Exceptions

If the clearinghouse payment/status cannot find a matching claim (for example PCN not found):

  1. Open Claims Center
  2. Open the Exceptions tab (title on page: Clearinghouse Exceptions)
  3. Review summary cards: OPEN, 835 ERA, 277CA, PAYMENT AT RISK
  4. Filter by source 835 ERA if needed
  5. Use Link to attach the exception to the correct claim, or ignore if it is not yours to post

Exceptions are limited to your agency. See Chapter 26 for full Exceptions details.

29.7 Electronic vs Manual Claims (reminder)

Claim submissionTypical payment path
Electronic (Stedi)Auto 835 → Payment Posting Posted batch; unmatched → Exceptions. Manual Post Payment / Mark as Denied on the claim row is usually disabled.
ManualDownload/upload 837 yourself → build a remittance batch here, or use one-off Post Payment on the claim

If a claim shows In Draft Batch in Claims Center, finish or adjust that Payment Posting draft before other actions.

29.8 Common Mistakes

  1. Looking for Payment Posting in sandbox — it is not available.
  2. Expecting an ERA upload button on this page — Stedi ingest is automatic; unmatched items go to Exceptions.
  3. Trying to post a batch while Remaining ≠ $0 — add claim lines or general adjustments first.
  4. Creating a Draft for a check that already arrived as an auto 835 — the auto link may skip until the draft is resolved.
  5. Posting against the wrong payer’s Submitted claims — always confirm Payer on the batch.

29.9 Quick Checklist

  • Production agency; Post Payments permission
  • Manual path: New Remittance Batch → select Submitted claims → Remaining $0 → Post Claims
  • Electronic path: confirm Posted 835 batches; work Exceptions for unmatched PCNs
  • Cross-check claim balances under Claims Center → Claims Tracking

Next: Chapter 30: Payroll · Chapter 31: Reports & Analytics

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