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Kareo Help Center

Apply Payments from Electronic Remittance Advice (ERA)

Payments received electronically from ERA's can be applied automatically. The automatic posting supports denials, reversals, underpayments, over-payments, and other complex electronic remittance scenarios.

If you have an ERA that includes payment to another billing system, see below on how to address that scenario within Kareo PM.

To apply payments

  1. Click Encounters > Clearinghouse Reports.
  2. Click the Electronic Remittance tab.
  3. Double-click a report.
  4. Review the ERA report.
  5. Click Post Payment on the bottom of the window. This displays the New Payment window. On the Apply tab, payments and adjustments are automatically populated in the corresponding fields.
  6. Make any necessary changes. See Tips below.
  7. Optional: Click the General tab to enter a batch number. Batch numbers are helpful for running reports. For example, if you consistently use a naming convention such as date posted + initials of person posting (021411CB), you can easily run reports for specific users who manage payment posting in your office.
  8. Once you finish reviewing the report click Save.
    Note: Once you open an ERA report, click Post Payment, and save the new payment, Kareo PM will automatically mark your ERA report as "Reviewed."

To adjust ERA payments split between other billing systems

  1. Click Encounters > Clearinghouse Reports.
  2. Click the Electronic Remittance tab.
  3. Double-click a report.
  4. Review the ERA report.
  5. Click Post Payment on the bottom of the window. This displays the New Payment window. On the Apply tab, payments and adjustments are automatically populated in the corresponding fields.
  6. Make any necessary changes. See Tips below.
  7. Optional: Click the General tab to enter a batch number. Batch numbers are helpful for running reports. For example, if you consistently use a naming convention such as date posted + initials of person posting (021411CB), you can easily run reports for specific users who manage payment posting in your office.
  8. In the Notes section, enter a note that the unapplied amount goes to another system.
  9. In the Amount field, change the amount to reflect the "Payment Applied to Charges."
  10. Click Save.

Tips

  • When applying payments from an ERA, leave the payment and adjustment information exactly as it appears on the ERA. This information will be packaged and sent electronically to any secondary payers.

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