Chapter 26: Payment Posting & Remittance Batches

Overview

The Payment Posting module is where you record bulk payments received from insurance companies. Instead of posting payments one claim at a time (as covered in Chapter 25), you can create Remittance Batches to process multiple claims from a single insurance check or EFT (Electronic Funds Transfer) payment efficiently.

This chapter explains the complete remittance batch workflow from creation through posting, with step-by-step instructions for each status.

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Understanding Remittance Batches

What is a Remittance Batch?

A Remittance Batch is a container that groups multiple claim payments together, representing a single payment from an insurance company. When you receive an ERA (Electronic Remittance Advice) or paper EOB (Explanation of Benefits) with a check, you create a batch to match that payment.

Key Concepts:

• One batch = One insurance check/EFT
• Batches are payer-specific (all claims in a batch must be from the same payer)
• Batches track total amount vs. applied amount (ensures you allocate the entire check correctly)
• Batches have two statuses: Draft (in progress) and Posted (finalized)

Why Use Remittance Batches?

Benefit	Description
Efficiency	Post 10+ claims at once instead of one-by-one
Accuracy	Balance counter ensures you allocate the full check amount
Audit Trail	Links all claims to a specific check number and payment date
ERA Processing	Perfect for processing ERAs with multiple claims
Adjustments	Record contractual adjustments, interest, penalties in one place
Reconciliation	Easily match your batch total to bank deposit

Remittance Batch vs Individual Payment Posting

Feature	Remittance Batch	Individual Payment (Chapter 25)
Use Case	Insurance sends one check for multiple claims	Posting one claim payment at a time
Claims Processed	Multiple (5, 10, 50+ claims)	One claim per action
Check/EFT	One check number for entire batch	Separate check number per payment
Efficiency	Fast (bulk processing)	Slower (repetitive)
Balance Tracking	Yes (total check amount tracked)	No
Adjustments	Can add general adjustments (interest, penalties)	Per-claim adjustments only
Best For	ERAs, large EOBs, monthly remittances	Quick single-claim payments, patient payments

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Remittance Batch Statuses

Batches have two statuses that represent their lifecycle:

Status	Badge Color	Description	Editable?	Actions Available
Draft	Blue "Ready to Post"	Batch is being built; claims can be added/removed	YES	Edit Batch Details, Select Claims, Add/Remove Claims, Add General Adjustments, Edit Payment Amounts, Delete Batch, Post Batch
Posted	Green "Posted"	Batch is finalized; payments created, claim statuses updated	NO (read-only)	View Details, Export Report

Status Transitions

[Create Batch] → Draft
    ↓
[Add Claims + Adjust Amounts]
    ↓
[Post Batch] → Posted (FINAL)

Important: Once a batch is Posted, it CANNOT be edited or reversed. You must:

• Create payment records for each claim
• Update claim statuses automatically
• Mark all batch claims as posted = true

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Payment Posting Interface

Main Batch List Table

The Payment Posting page shows all remittance batches:

Column	Description
Payer Name	Insurance company name (e.g., "Blue Cross Blue Shield", "Medicare of Texas"). Shown as a blue link.
Check/EFT Date	Date the payment was received (e.g., "Dec 16, 2025").
Check/EFT #	Check number or EFT reference (e.g., "CHK-803754769", "Coastal Wellness Home Health").
Total Amount	Total amount of the check/EFT (e.g., "$3,109.00", "$8,500.00").
# of Claims	Number of claims included in this batch (e.g., "4", "2").
Status	Badge showing batch status: - Blue "Ready to Post" = Draft - Green "Posted" = Posted

Filters (Top of Page)

Search by Check #:

• Text input field with search icon
• Search by check number or EFT reference
• Real-time filtering

Filter by Payer:

• Dropdown showing "All Payers" or specific payer names
• Filters batches to show only selected payer

Status Filter:

• Dropdown showing "All" or specific status (Draft, Posted)
• Filters batches by status

Create New Batch Button

Blue "+ New Remittance Batch" button in the top right corner.

• Clicking opens the "Post New Remittance" modal to create a new Draft batch

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Creating a Draft Batch: Step-by-Step

Step 1: Click "+ New Remittance Batch"

From the main Payment Posting page, click the blue "+ New Remittance Batch" button.

Step 2: Fill in Batch Information

The "Post New Remittance" modal opens with the following fields:

Field	Description	Required?	Example
Payer	Dropdown of all payers. Select the insurance company that sent this payment.	YES	"Medicare of Texas"
Check / EFT Number	Check number or electronic payment reference. This appears on the ERA or EOB.	YES	"CHK-567494834"
Payment Date	Date the payment was received (date picker).	YES	"10/04/2026"
Total Check Amount	Total amount of the check or EFT. Must match the bank deposit amount.	YES	"$8500"

Info Message: Blue information box at the top says: "Enter the total amount from the paper check or EOP. You will allocate this amount to specific claims in the next step."

Validation:

• Payer is required
• Check/EFT Number is required (cannot be blank)
• Payment Date is required
• Total Check Amount must be > $0.00

Step 3: Create Batch

Click the blue "Create Batch & Start Posting" button.

What Happens:

1. Backend creates a new RemittanceBatch record with:
   • status = "Draft"
   • payerId = selected payer
   • checkNumber = entered check number
   • paymentDate = entered date
   • totalAmount = entered total amount
   • createdBy = your user ID
2. Batch is created and you're redirected to the Batch Detail View

Success Message: Green toast notification: "Remittance batch created successfully!"

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Batch Detail View (Draft Status)

Header Section

Back Button:

• Arrow icon on the left
• Returns to main Payment Posting list

Breadcrumb:

• "Payment Posting / [Check/EFT Number]"
• Shows payer name and payment date below

Edit Batch Details Button:

• Blue button with pencil icon
• Allows editing payer, check number, payment date, or total amount
• Only available in Draft status

Status Badge:

• Orange "Draft" badge in top right corner
• Indicates batch is editable

Balance Counter (Top Section)

Critical section showing allocation status:

Metric	Description	Formula
Total to Apply	Total amount of the check/EFT (from batch header)	Fixed amount from batch creation
Applied	Sum of all claim payments + adjustments allocated so far	Sum of (payment amounts + adjustment amounts) for all claims in batch
Remaining	Amount left to allocate	Total to Apply - Applied

Color Coding:

• Remaining = $0.00 (green) - Batch is balanced, ready to post
• Remaining > $0.00 (red) - Under-applied, more claims or adjustments needed
• Remaining < $0.00 (red) - Over-applied, exceeds check amount (ERROR - cannot post)

Warning Message (if remaining ≠ $0): Orange alert box appears: "⚠ Remaining balance must be $0.00 to post the batch."

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Adding Claims to Draft Batch: Step-by-Step

Step 1: Click "Select Claims" Button

From the Batch Detail View (Draft status), click the blue "Select Claims" button.

Step 2: Select Claims Modal Opens

The "Select Claims for [Payer Name]" modal opens.

Claims Table:

Column	Description
Checkbox	Select checkbox to include this claim in the batch
Patient Name	Patient's full name (e.g., "Amina Ali")
Claim #	Claim number (e.g., "CLM-2026-0002")
Service Dates	Start date → End date (e.g., "Jan 11, 2026 - Jan 11, 2026")
Billed Amount	Total amount billed to insurance (e.g., "$77.00")
Balance Due	Unpaid balance on the claim (e.g., "$77.00")

Filtering:

The modal includes a "Show Filters" button. Clicking it reveals:

• Claim Number (text search)
• Service Date From (date picker)
• Service Date To (date picker)

Claims Shown:

• Only Submitted status claims are shown
• Only claims for the batch's payer are shown
• Claims already in the batch are excluded

Selection:

• Check individual claims to select them
• Selected count appears at bottom: "0 Claims Selected"

Step 3: Select Claims and Add

1. Check the checkbox for each claim you want to include
2. Counter updates: "1 Claim Selected" (or 2, 3, etc.)
3. Click the blue "+ Add Selected Claims" button

What Happens:

1. System adds each selected claim to the batch
2. For each claim:
   • Creates a RemittanceBatchClaim record with:
     • claimId = selected claim ID
     • paymentAmount = claim's balanceDue (default)
     • adjustmentAmount = $0.00 (default)
     • action = "Pay" (default)
     • type = "CLAIM"
     • posted = false
3. Modal closes
4. Batch Detail View refreshes showing added claims

Success Message: Green toast: "1 claim added to batch" (or "3 claims added to batch" if multiple)

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Batch Detail View with Claims (Draft Status)

Claims Table

After adding claims, the batch detail view shows a table with all included claims:

Column	Description
Checkbox	Select claims for selective posting (advanced feature)
Patient	Patient's full name (e.g., "Abe bela")
Claim #	Claim number (e.g., "CLM-2025-0017")
Visits	Number of visits on this claim (e.g., "2")
Billed	Total amount billed (e.g., "$5,500.00")
Payment	Payment amount to apply (editable field with $ symbol) (e.g., "$5,500.00")
Adjustment	Contractual adjustment/write-off amount (editable field) (e.g., "$0.00")
Action	Dropdown: "Pay" or "Deny". Green "Pay" chip shown by default.
Actions	Two icon buttons: - Pencil icon (Edit) - opens edit modal for this claim - Trash icon (Remove) - removes claim from batch

Editing Payment Amounts

Each claim has editable Payment and Adjustment fields:

Payment Field:

• Dollar amount the insurance is paying
• Default = claim's balance due
• You can edit this to match the ERA amount

Adjustment Field:

• Dollar amount being written off or adjusted
• Default = $0.00
• Example: Insurance approved $450 but only pays $400 due to contractual adjustment → Payment = $400, Adjustment = $50

Action Dropdown:

• "Pay" (default) - Insurance is paying this claim (full or partial)
• "Deny" - Insurance denied this claim (no payment)
  • If "Deny" is selected, payment and adjustment are ignored
  • Claim status will become "Denied" when batch is posted

Real-Time Balance Updates: As you edit payment/adjustment amounts, the Balance Counter at the top updates instantly:

• Applied increases/decreases based on your edits
• Remaining recalculates (Total to Apply - Applied)

Edit Icon (Pencil)

Clicking the pencil icon opens an "Edit Claim Payment" modal where you can:

• Change payment amount
• Change adjustment amount
• Change action (Pay vs Deny)
• Add adjustment reason codes
• Add denial reason codes

Remove Icon (Trash)

Clicking the trash icon:

1. Confirmation prompt appears (not shown in screenshot, but assumed)
2. If confirmed, claim is removed from the batch
3. Claim can be added back later if needed

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Adding General Adjustments (Interest, Penalties, Incentives)

Sometimes insurance sends payments that include non-claim items like:

• Interest - Late payment interest earned
• Provider Adjustment - Adjustments not tied to specific claims
• Incentive - Quality bonuses or performance bonuses
• Penalty - Deductions or penalties

Step 1: Click "+ Add General Adjustment"

From the Batch Detail View (Draft status), click the green "+ Add General Adjustment" button (appears next to "Select Claims" button).

Step 2: Add General Adjustment Modal

The "Add General Adjustment / Interest" modal opens with fields:

Field	Description	Required?	Options
Type	Dropdown of adjustment types	YES	- Interest Payment (earned interest) - Provider Adjustment (non-claim adjustments) - Incentive (bonuses) - Penalty (deductions or fees)
Amount	Dollar amount (can be positive or negative)	YES	Enter positive amount for payments, negative for deductions
Notes / Description	Free text field to explain this adjustment	No (optional)	Example: "Late payment interest for Dec 2025"

Info Message: Blue note: "Enter positive amount for payments, negative for deductions."

Step 3: Fill and Add

1. Select Type from dropdown (e.g., "Interest Payment")
2. Enter Amount (e.g., "$3000.00")
3. (Optional) Add Notes (e.g., "Q4 2025 quality incentive payment")
4. Click blue "Add Line Item" button

What Happens:

1. System creates a RemittanceBatchClaim record with:
   • claimId = NULL (no claim associated)
   • paymentAmount = entered amount
   • adjustmentAmount = $0.00
   • type = selected type (e.g., "INTEREST")
   • description = entered notes
   • action = "Pay"
   • posted = false
2. Modal closes
3. Adjustment appears in the claims table with:
   • Patient column shows "-- (Agency)" (no patient)
   • Claim # column shows "INTEREST" chip (or other type chip)
   • Payment column shows the amount
   • Action column shows "INTEREST" chip (purple/secondary color)

Success Message: Green toast: "General adjustment added to batch"

Result: The adjustment is now part of the batch and counts toward the Applied amount in the Balance Counter.

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Balancing the Batch

Before you can post a batch, the Remaining amount in the Balance Counter must be $0.00.

Scenario 1: Remaining > $0 (Under-Applied)

Problem:

• Total to Apply = $8,500.00
• Applied = $5,500.00
• Remaining = $3,000.00 (shown in red)

Warning: Orange alert box: "⚠ Remaining balance must be $0.00 to post the batch."

Solutions:

1. Add more claims from the same payer
2. Increase payment amounts on existing claims (if insurance paid more than balance due)
3. Add a general adjustment to account for the difference (e.g., interest, incentive)

Example Fix: Add an "Interest Payment" general adjustment for $3,000.00 → Remaining becomes $0.00 → Ready to post

Scenario 2: Remaining < $0 (Over-Applied)

Problem:

• Total to Apply = $8,500.00
• Applied = $8,923.00
• Remaining = -$423.00 (shown in red, negative)

Error: You've allocated more than the check amount. This is an error.

Solutions:

1. Reduce payment amounts on claims to match ERA amounts
2. Remove claims that weren't actually on this check
3. Edit the batch total amount if you entered the wrong check amount

Scenario 3: Remaining = $0 (Balanced)

Success:

• Total to Apply = $8,500.00
• Applied = $8,500.00
• Remaining = $0.00 (shown in green)

Ready to Post: No warning message appears. The green "Post Selected (2)" or "Post All Claims" button is enabled.

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Posting the Batch: Step-by-Step

Step 1: Ensure Batch is Balanced

Verify:

• Remaining = $0.00 (green)
• No orange warning message
• All claims have correct payment/adjustment amounts
• All general adjustments are added

Step 2: Select Claims to Post (Optional)

Option A: Post All Claims

• Leave all checkboxes unchecked
• Button shows "Post All Claims" (green button at bottom right)
• Will post all claims in the batch

Option B: Post Selected Claims (Selective Posting)

• Check the checkboxes for specific claims you want to post
• Button shows "Post Selected (2)" where "2" is the number selected
• Only selected claims will be posted; unselected claims remain in Draft status

Note: Most users post all claims at once. Selective posting is advanced/rare.

Step 3: Click "Post All Claims" or "Post Selected"

Click the green button at the bottom right of the table.

Step 4: Confirm Posting

The "Post Batch Claims" confirmation modal opens:

Header:

• Title: "Are you sure?"
• Warning Icon (yellow triangle)

Main Message: "You are about to post 2 selected claims. This will create payments and update claim statuses."

Warning Box (Orange): "⚠ This action will:

• Create payment records for each claim
• Update claim statuses based on payment amounts
• Recalculate claim balances
• Mark the batch as Posted (if all claims are posted)"

Action Buttons:

• Cancel (gray) - Closes modal, no changes
• Post Claims (blue) - Confirms posting

Step 5: Confirm Post

Click the blue "Post Claims" button.

Backend Actions:

For each claim in the batch:

1. Create Payment Record:

   • Creates a Payment record in the payments table
   • claimId = claim ID
   • paymentAmount = from batch claim's paymentAmount field
   • paymentDate = batch's paymentDate
   • checkNumber = batch's checkNumber
   • paymentMethod = "Check" (assumed)
   • createdBy = your user ID

2. Recalculate Claim Balance:

   • claim.balanceDue = claim.totalAmount - SUM(all payments)
   • Example: Billed $500, insurance paid $450 → Balance = $50

3. Update Claim Status:

   • If balanceDue = $0 → status = "Paid" (fully paid)
   • If balanceDue > $0 and balanceDue < totalAmount → status = "Partially Paid"
   • If balanceDue = totalAmount (no payment) → status = "Denied" (for "Deny" action)

4. Mark Batch Claim as Posted:

   • remittanceBatchClaim.posted = true

5. Update Batch Status (if all claims posted):

   • If all remittanceBatchClaims in the batch have posted = true → batch.status = "Posted"
   • If some are unposted (selective posting) → batch.status remains "Draft"

6. Cache Invalidation:

   • Claims list cache cleared
   • Batch list cache cleared
   • Billing stats cache cleared

Success Message: Green toast notification: "2 claims posted successfully!"

Result:

• You're returned to the main Payment Posting list
• The batch now shows "Posted" status (green badge)

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Viewing Posted Batches

Posted batches are read-only. You can view them but not edit them.

Posted Batch Detail View

When you click a Posted batch from the main list:

Differences from Draft:

• Status Badge: Green "Posted" instead of Orange "Draft"
• No Edit Batch Details button
• No Select Claims button
• No Add General Adjustment button
• No Edit/Remove icons on claims table
• No Post button
• All fields are read-only

What You CAN See:

• Payer name, check number, payment date, total amount
• Balance Counter (will always show Remaining = $0.00 since batch was balanced before posting)
• List of all claims that were posted in this batch
• Payment and adjustment amounts for each claim
• General adjustments (if any)

What You CAN Do:

• View batch details (for audit/reference)
• Export batch report (if export feature available)
• Click patient names to navigate to their patient profile
• Click claim numbers to navigate to claim detail view

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Complete Workflow Summary: From Check to Posted

Example: You Receive a Check from Medicare

Scenario:

• Payer: Medicare of Texas
• Check Number: CHK-567494834
• Payment Date: Oct 4, 2026
• Check Amount: $8,500.00
• ERA shows: 2 claims paid

Step-by-Step:

1. Create Draft Batch

   • Go to Payment Posting
   • Click "+ New Remittance Batch"
   • Enter: Medicare of Texas, CHK-567494834, 10/04/2026, $8,500.00
   • Click "Create Batch & Start Posting"
   • Batch created with status = Draft

2. Add Claims from ERA

   • Click "Select Claims"
   • See list of Submitted claims for Medicare of Texas
   • Check the 2 claims mentioned in the ERA:
     • Abe bela - CLM-2025-0017 - $5,500.00
     • (Another patient) - CLM-2025-0016 - $3,000.00
   • Click "+ Add Selected Claims"
   • Claims added to batch

3. Review Payment Amounts

   • Check Balance Counter:
     • Total to Apply: $8,500.00
     • Applied: $8,500.00
     • Remaining: $0.00 (green ✓)
   • Payment amounts auto-populated to balance due amounts
   • ERA shows insurance paid full balance for both → No changes needed

4. Post Batch

   • Click "Post All Claims"
   • Confirmation modal appears
   • Click "Post Claims"
   • Backend creates payments, updates claim statuses, marks batch as Posted
   • Success! 2 claims are now marked as Paid

5. Result

   • Batch status → Posted (green badge)
   • Claim CLM-2025-0017 → Status = "Paid", Balance = $0.00
   • Claim CLM-2025-0016 → Status = "Paid", Balance = $0.00
   • Check is fully allocated and recorded

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Advanced Features

Selective Posting (Posting Some Claims, Not All)

Use Case: You have 5 claims in a Draft batch, but you only want to post 3 of them right now (waiting for verification on the other 2).

How:

1. In Batch Detail View (Draft), check the checkboxes for the 3 claims you want to post
2. Button changes from "Post All Claims" to "Post Selected (3)"
3. Click "Post Selected (3)"
4. Only the 3 selected claims are posted
5. Batch remains in Draft status (because 2 claims are unposted)
6. You can return later to post the remaining 2 claims

When Batch Becomes Posted:

• Batch status only changes to "Posted" when ALL claims in the batch have posted = true
• Until then, batch stays "Draft" and remains editable

Editing Batch Details (Draft Only)

What: Change the payer, check number, payment date, or total amount after creating the batch.

How:

1. Open Batch Detail View (Draft status)
2. Click "Edit Batch Details" button (blue button with pencil icon)
3. Modal opens with batch fields (same as "Post New Remittance" modal)
4. Edit fields as needed
5. Click "Save Changes"

Use Case:

• Typo in check number
• Wrong payment date
• Total amount needs correction after reviewing ERA

Limitation:

• Can only edit while batch is in Draft status
• Once Posted, batch details are locked

Denying Claims in a Batch

Scenario: ERA shows insurance denied one of the claims, but paid others on the same check.

How:

1. Add the denied claim to the batch
2. In the Action column dropdown, change from "Pay" to "Deny"
3. (Optional) Click Edit icon to add denial reason code
4. Post the batch

Result:

• When batch is posted, the denied claim's status changes to "Denied"
• No payment is created for the denied claim
• Denied claim's balance remains unchanged

Note: The denied claim still "uses up" $0 in the balance allocation (it doesn't count toward Applied amount).

Adding Adjustments Without Payment

Scenario: Insurance issued a contractual adjustment of $200 across multiple claims, but you don't want to allocate it per-claim. You want to record it as a batch-level adjustment.

How:

1. Add claims to batch with correct payment amounts
2. Click "+ Add General Adjustment"
3. Select Type: "Provider Adjustment"
4. Enter Amount: $200.00
5. Description: "Contractual adjustment per contract amendment 2025"
6. Add Line Item

Result:

• Adjustment appears in batch with no claim attached
• Counts toward Applied amount
• Recorded in batch for audit trail

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Common Scenarios and Solutions

Scenario 1: ERA Amount Doesn't Match Claim Balance

Problem:

• Claim balance due = $500.00
• ERA says insurance paid = $450.00 (contractual adjustment of $50)

Solution:

1. Add claim to batch
2. Payment field defaults to $500.00 (balance due)
3. Edit payment amount to $450.00 (match ERA)
4. Edit adjustment amount to $50.00
5. Total applied to claim = $450 + $50 = $500 (matches balance)
6. Claim balance becomes $0, status = "Paid"

Scenario 2: Check Includes Claims and Interest

Problem:

• Check amount = $10,000.00
• Claims total = $9,800.00
• Remaining = $200.00 (late payment interest)

Solution:

1. Add all claims to batch (total $9,800 applied)
2. Click "+ Add General Adjustment"
3. Type: "Interest Payment"
4. Amount: $200.00
5. Description: "Late payment interest for Q4 2025"
6. Add Line Item
7. Remaining = $0.00 (balanced)
8. Post batch

Scenario 3: Wrong Payer Selected During Batch Creation

Problem: Created batch for "Blue Cross" but check is actually from "Medicare"

Solution (if batch is still Draft with no claims):

1. Click "Edit Batch Details"
2. Change Payer dropdown to "Medicare"
3. Save Changes
4. Now "Select Claims" will show Medicare claims

Alternative (if claims already added):

1. Remove all claims from batch
2. Edit Batch Details to change payer
3. Re-add correct claims

Scenario 4: Insurance Paid Partial Amount on One Claim

Problem:

• Claim billed = $1,000.00
• Claim balance due = $1,000.00
• ERA shows insurance paid = $600.00 (patient owes $400 co-pay)

Solution:

1. Add claim to batch
2. Edit payment amount to $600.00
3. Do NOT add adjustment (the $400 is patient responsibility, not an adjustment)
4. Post batch
5. Claim balance becomes $400, status = "Partially Paid"
6. Later, collect $400 from patient and post separately

Scenario 5: Accidentally Posted Batch with Wrong Amounts

Problem: You posted a batch, but realized one payment amount was wrong.

Solution: You CANNOT undo a Posted batch. Posted batches are final.

Workaround:

1. Go to Claims Center → find the claim with wrong amount
2. Post a manual adjustment payment (positive or negative) to correct the balance
3. Example: Claim was paid $450 but should have been $400
   • Post a -$50 adjustment payment to the claim
   • Add note: "Correction for overpayment in batch CHK-567494834"

Scenario 6: Batch Has Remaining Balance You Can't Identify

Problem:

• Total to Apply = $8,500.00
• Applied = $8,350.00
• Remaining = $150.00
• You've added all claims from the ERA and can't find where the $150 went

Possible Causes:

1. Interest - Check includes interest not shown clearly on ERA
2. Rounding - Multiple small rounding differences add up
3. Provider-level adjustment - ERA has a batch-level adjustment line

Solution:

1. Review ERA carefully for non-claim line items
2. If found, add as General Adjustment
3. If not found and amount is small (<$10), you can:
   • Add "Provider Adjustment" for $150 with note "Unidentified variance, reconciled per bank deposit"
   • Or distribute the $150 across claims as additional payment

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Best Practices

1. Create One Batch Per Check/EFT

Why:

• Maintains 1:1 mapping between batch and bank deposit
• Easier reconciliation
• Clear audit trail

How:

• One check from Blue Cross = One batch
• Multiple checks from Blue Cross = Multiple batches (one per check)

2. Match Batch Total to Bank Deposit

Why:

• Ensures all money received is allocated
• Prevents over-allocating or under-allocating

How:

• Enter Total Check Amount exactly as shown on check or bank deposit
• Don't round or estimate
• If check says $8,542.17, enter $8,542.17 (not $8,500)

3. Process ERAs Daily or Weekly

Why:

• Timely payment posting improves cash flow visibility
• Reduces backlog and errors
• Keeps A/R (Accounts Receivable) accurate

How:

• Set a schedule: Every Monday and Thursday, process ERAs received
• Use Payment Posting module for bulk processing
• Use individual payment posting (Chapter 25) for single quick payments

4. Always Balance Before Posting

Why:

• Posting an unbalanced batch causes errors
• Remaining ≠ $0 means you're missing something

How:

• Don't rush to post
• Review Balance Counter carefully
• If Remaining ≠ $0, investigate ERA for:
  • Interest payments
  • Provider adjustments
  • Denied claims you forgot to add

5. Use Descriptive Notes for General Adjustments

Why:

• Future auditors (or yourself in 6 months) need to understand what the adjustment was for

How:

• Good note: "Q4 2025 quality incentive per contract section 7.3"
• Bad note: "Adjustment"

6. Don't Mix Payers in One Batch

Why:

• Each payer sends separate checks/EFTs
• System enforces this (all claims in a batch must match batch's payer)

How:

• If you receive checks from Blue Cross and Medicare on the same day, create two separate batches

7. Review Posted Batches Monthly

Why:

• Catch errors early
• Reconcile with bank statements
• Ensure no batches were missed

How:

• Export Posted batches for the month
• Compare total deposited vs. total batches created
• Verify all checks/EFTs have corresponding batches

8. Train Multiple Staff on Payment Posting

Why:

• Backup coverage during vacation/sick days
• Faster processing during high-volume periods

How:

• Document your agency's specific ERA processing workflow
• Cross-train billing staff
• Use permissions to control who can post (vs. just view)

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Troubleshooting

Issue: "Remaining balance must be $0.00 to post the batch" Warning

Symptom: Orange warning appears, "Post" button is disabled or grayed out.

Cause: Remaining amount in Balance Counter is not zero.

Solution:

1. Check Balance Counter:
   • If Remaining > $0 → Add more claims or increase payments
   • If Remaining < $0 → Remove claims or decrease payments
2. Review ERA for any missed line items
3. Add General Adjustments if needed
4. Once Remaining = $0.00, warning disappears and Post button enables

Issue: Claims I Need Are Not Showing in "Select Claims" Modal

Symptom: When you click "Select Claims", the claims you're looking for don't appear in the list.

Possible Causes:

1. Claim status is not "Submitted" - Only Submitted claims appear
2. Claim is for a different payer - Only claims matching the batch's payer appear
3. Claim is already in the batch - Claims already added are hidden
4. Claim is already in another Draft batch - Claims locked in a different batch don't appear

Solution:

• Go to Claims Center → Claims Tracking → check claim status
  • If status is "Ready to Submit" → Mark as Submitted first
• Verify claim's payer matches batch's payer
• If claim is in another Draft batch, remove it from there first

Issue: Posted Batch But Need to Make a Change

Symptom: You posted a batch and realized a payment amount was wrong, or you forgot a claim.

Reality: Posted batches cannot be edited or reversed. This is by design for financial integrity.

Solution:

1. For wrong payment amounts:
   • Go to the claim in Claims Center
   • Post a manual adjustment payment (positive or negative) to correct the balance
2. For forgotten claims:
   • Post them individually in Claims Center using the "Post Payment" modal (Chapter 25)
   • Or create a new batch for the remaining claims
3. For audit trail:
   • Add a note to the claim explaining the correction and referencing the batch

Issue: "Claim is already in a remittance batch" Error

Symptom: When trying to add a claim to a batch, you get an error saying the claim is already in a batch.

Cause: The claim is already included in another Draft batch.

Solution:

1. Go to Payment Posting main list
2. Find the other Draft batch (check Status = "Ready to Post")
3. Open that batch
4. Remove the claim from that batch
5. Return to your batch and add the claim

Issue: Balance Counter Shows Negative Remaining

Symptom: Remaining = -$423.00 (red negative number)

Cause: You've allocated more than the check amount. This usually means:

• Payment amounts are too high
• You added claims that shouldn't be in this batch

Solution:

1. Review ERA - Confirm which claims are actually on this check
2. Check payment amounts - Ensure each payment matches ERA amount, not full balance
3. Remove extra claims - If you accidentally added claims from a different check
4. Edit batch total - If you entered the wrong check amount initially

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Permissions and Access Control

Required Permissions

Action	Required Permission	Notes
View Payment Posting	VIEW_PAYMENT_POSTING	Without this, Payment Posting menu is hidden
Create Remittance Batches	CREATE_REMITTANCE_BATCH	"New Remittance Batch" button hidden without this
Edit Draft Batches	EDIT_REMITTANCE_BATCH	Cannot add/remove claims or edit amounts without this
Post Batches	POST_REMITTANCE_BATCH	"Post" button hidden without this
View Posted Batches	VIEW_PAYMENT_POSTING	Can see Posted batches in list, but not edit them

Role-Based Access Examples

Billing Manager (Full Access)

• Permissions: All payment posting permissions
• Can Do:
  • Create remittance batches
  • Add/remove claims
  • Edit payment amounts
  • Add general adjustments
  • Post batches
  • View all batches (Draft and Posted)

Billing Specialist (Limited)

• Permissions: VIEW_PAYMENT_POSTING, CREATE_REMITTANCE_BATCH, EDIT_REMITTANCE_BATCH
• Can Do:
  • View batches
  • Create new batches
  • Add/remove claims
  • Edit payment amounts
• Cannot Do:
  • Post batches (requires manager approval)

Finance Director (Read-Only)

• Permissions: VIEW_PAYMENT_POSTING only
• Can Do:
  • View all batches
  • View batch details
  • Export batch reports for analysis
• Cannot Do:
  • Create, edit, or post batches

Clinician (No Access)

• Permissions: None
• Cannot Access: Payment Posting module
• Why: Clinicians focus on patient care, not billing/payment processing

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Integration with Other Modules

Claims Center (Chapter 25)

Link:

• Batches pull from claims with status = "Submitted"
• Posting a batch creates payment records and updates claim statuses

Impact:

• When batch is posted, claims automatically transition:
  • Submitted → Paid (if full payment)
  • Submitted → Partially Paid (if partial payment)
  • Submitted → Denied (if "Deny" action)

Flow: Claims Center (generate claims) → Mark as Submitted → Payment Posting (create batch, add claims) → Post Batch → Claims Center (claims now show Paid/Partially Paid)

Payer Setup (Chapter 6)

Link:

• Batches are payer-specific
• Payer dropdown in "Post New Remittance" pulls from Payer Setup

Impact:

• If payer is not configured, you can't create a batch for them
• Payer name appears on batch list and detail views

Billing Stats (Claims Center Dashboard)

Link:

• Posting batches updates claim counts on Claims Center KPIs

Impact:

• "Submitted" count decreases as claims are posted from batches
• "Paid" count increases
• Stats cached for 90 seconds, then auto-refresh

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