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Kareo Help Center

Enter Payments from Patient or EOB

Payments received in person or by mail from insurance companies (EOB's), patients and other payers are applied manually. There are essentially two steps to the process: 1) Enter information about the payment and 2) Apply the appropriate amounts of the payment to the lines of service within the Kareo PM system.

To enter payment information

  1. Click Encounters >Payments.
  2. Click New at the bottom of the window.
  3. Enter payment details: See below.
  4. Once payment details have been entered, do one of the following:

Note: To speed data entry, clicking Save & New copies the batch number, post date and payer type to the next payment being entered.

New Payment.jpg

  1. General: Click to enter information about the payment.
  2. Batch #: Optional. Entering a batch number is 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.
  3. Post Date: Defaults to current date. You can override with the date of your choice, for example, the date the money was deposited in the bank.
  4. Type: Select type of payment from the drop-down list.
  • If Insurance: Click the Insurance button. The Select Insurance Plan window opens. Select the insurance plan associated with the payment. In the Adjudication Date field, enter the adjudication date: This is the date the insurance company processed the claim(s) and should be provided on the Explanation of Benefits (EOB).
  • ​If Other: Enter the payment source and click the Appointment button to select the patient appointment associated with the payment.
  • If Patient: Click the Patient button to select the patient. Click the Appointment button to select the patient appointment associated with the payment.
  • If Patient: Click the Patient button to select the patient. Click the Appointment button to select the patient appointment associated with the payment.
  1. Reference #: If applicable, enter the reference number of the check.
  2. Method: Select the method of payment.
  3. Category: Optional. These categories are specific to your practice and must be set up in the Kareo PM system by your administrator. See section New Category.
  4. Amount: Enter the payment amount.