03-27 Processing: EOB Payment Processing, Ledger Updates
5 min
EOB Payment Processing Overview
Processing New Non-Recorded EOB Payments
- Identify if a check contains more than one payment
- Process each patient listed on the EOB one at a time.
Steps for Each Patient Payment Update
- Open the patient's record and then the patient ledger.
- Locate the correct data service corresponding to the check payment.
- Edit the following items:
- Insurance amount
- Secondary insurance, if applicable
- Patient amount due
- Adjustment amount
- All amounts must balance to the charge listed; otherwise, the process cannot be completed.
Example: Medicare Check Processing
- Medicare check amount: $29.21
- Patient copayment: Approximately $7.45
- If this amount is sent to secondary insurance, it should be applied accordingly (secondary or patient due).
- The remaining amount represents the adjustment.
- Totals must add up correctly for successful closure.
Completing the EOB Entry on the Practice Ledger
- Open the practice ledger and click on ERA EOB.
- Scroll down to “Add EOB” and select the payer (e.g., Medicare).
- Enter the following details:
- Transaction date (auto-populated)
- Check amount
- Adjustment amount (as processed for each individual patient payment)
- Maintain a running tab on a calculator to ensure sums are correct.
Entering Service Dates and Payment Details
- Determine the first date of service paid for from the EOB.
- For multiple payments, carefully check for correct service dates.
- Enter the last date of service paid for as noted on the EOB.
- Include additional payment method details:
- Payment method (cash, check, etc.)
- Authorization details
- Check number or EFT number
- Save the entered information.
Allocating Funds to Patients on the EOB
- Scroll to the patient section on the EOB.
- For each patient:
- Use the search function to locate the patient.
- Click on "Apply" to bring up the patient’s records.
- Verify the correct date of service from the EOB.
- If multiple dates are associated with the same patient, repeat the process for each date.
- Once all patients are listed, allocate the funds from the EOB and apply the payment.