Manual Payment Entry Methods

Posting insurance payments by ERA is typically the simplest posting method, but this isn't always an option. To address this, Therabill has several manual methods of posting insurance and client payments, each with its own set of benefits and use cases. Click each section title to learn more. 

Single Session

This method is typically used to fix payments. You are given the ability to edit and delete payments that have already been posted. Excluding unassigned client payments, you can also post any type of payment using this option. This form only allows you to post payments for one Date of Service at a time, so may not be suitable for processing large batches of payments. This method is also useful for posting insurance overpayments and refunds.

COB Batch Insurance

When you receive an EOB (Explanation of Benefits) from a payer and the remaining balance needs to be submitted to an additional payer (i.e. secondary or tertiary), this method should be used. This allows you to post remark/adjustment codes that are required by the additional payer to process the claim and provide payment. You can also post unassigned client payments along with the insurance payments. 

Batch Insurance

This method is frequently used to post secondary insurance, auto, and Worker's Comp payments. This is similar to COB Batch Insurance but does not allow you to post adjustment/remark codes. You should use this method if the remaining balance on all service lines is zero or if the remaining balance is due by the patient (not open to another payer).

Batch Client

When patient payments are posted in WebPT, they flow over as Unassigned. Think of a client's Unassigned balance as a piggy bank. The money is simply waiting to be applied to outstanding balances. Often, client payments are assigned when posting an ERA or using the COB Batch Insurance method. If you posted insurance payments using a different method, you will need to use this entry method to assign client payments to specific service lines.

Batch Agency

This method is reserved for posting payments from an entity other than an insurance or the client/responsible party. You'll know that you need to use this method if you submitted an Agency Balance Statement, usually to a lawyer or a school.