Posting Payments

  1. Opening a batch
  2. Steps for 'Self-pay' payment posting for billers / MA's (See steps 1,2,&5)
  3. Posting a Medi-Cal RAD (EOB) and Insurance Pymts (See steps 1 &5 to open & close batches)
  4. Posting Interest Payments and Management Care Fees.
  5. Closing and processing a batch of payments.
  6. Posting a Recoupment (Take-Back).
  7. Removing an account from collections.
  8. Troubleshooting a payment that will not populate using the correct account number.

1: To open a new batch

Select "Payment Posting" from the Tool bar, (If you do not have this option please add it using the wrench symbol to the top right of your epic screen). Use the Epic dropdown to locate "Payment Posting"

Select "Create Batch" at the top left then select "Professional"

*If you are posting a single payment disregard the paragraph below and enter in your total amount for the single payment you are posting (See image below)*

(The below window will appear, please make sure to add up every payment you will be posting in this one batch before continuing to add your total. Once all checks, EFT's , and credit card payments are added, type in your total, in the box below with the red exclamation mark and hit Accept. Your Batch is now open.)

2: Posting a Self-Pay payment for billers

At the bottom of your screen when the batch is open you will see this option below to toggle from insurance payment to self pay payment.



  • Make sure all of the following fields are entered in correctly.


  • Once all of the above information is entered in correctly, you need to make sure all the boxes to the bottom left of the screen are selected.


  • Now you can either select "Accept" if you are done posting, OR "New Check" if you have additional payments to post.

If there is not enough funds to complete the payment, the following message may populate: "There is no more remaining amount to distribute." Simply select "OK" and proceed to the next check and the box will remain unselected.




3: Posting a Medi-cal RAD / And a regular Insurance payment

Toggle back to the insurance payment side using the function below:

Fill in the following fields to start posting an insurance payment:

The first box above is Payment code,"99000002 PMT Insurance," will always remain the default option.

The second box above is Check Payer, this field will populate automatically, do not enter anything.

The third box is the source, it'll either be a check, credit card payment, or an EFT (if it an EFT the Posted Date MUST match the payment Issue date on the EFT.)

Enter in the date, then enter the check or payment number in "Reference#"

Once the above details have been entered select, "Add New Payment" to begin posting.



  • Start by verifying your total check value in the "control amount field", Then confirm that you entered the Check# to the "reference #" box. On the left side of the screen as shown below.

  • The main difference with Medi-cal RADS is the account number is never complete on the EOB, you will either have to add a "0", "1", "2", or rarely a "3" to the end of the account number. (For example: "C499557018" will need to be entered as "C4995570180".
  • Begin by typing in your account number beggining with a "C" in the "Invoice (2) box. Everything else will populate automatically if entered correctly. See the image below for an example.

  • All Medi-cal health plans typically do not contain any out of pockets on occasion certain, "straight Medi-cal" plans will have certain OOP's. Simply confirm that all Allowed, Not allowed, Deductible, Copay, Co-ins, and COB tabs match the EOB being posted exactly.
  • About 90% of Commercial plans will have some type of oop, whether it's a copay or a co-ins, there typically is a balance due to the patient, be sure to pay close attention.

4: Managed Care Fee / And posting Interest payments.

  • When posting a Hill's physicians EOB, they will usually charge a managed care fee to process the claim. The fee will sit to the right hand side of the total net paid by the insurance. In order to post this correctly in Epic, review the following image below. The total fee does not need to added to the total Net payment being posted.


The Order will be Reason code 104 > Action code 6 > The positive amount >Adj Code 97000197

Then again with the negative value, 104 > Action code 6 > Negative Value > 97000197

  • Occasionally an insurance will accept our dispute for a prior denial and they will pay us an interest for the late payment, to post that interest payment correctly simply ADD the total interest payment to the total Net the insurance is paying and review the image below for further details.


Reason Code 85 > Action Code 13 > Interest amount > Adjustment Code 97000121

And be sure to add the interest total to the paid amount not the allowed amount.


5: When closing the batch,

-Make sure you are on the batch home page. Verify everything is balanced, select, "close batch", and "process batch".

(Review the image below)

6: Posting a Recoupment

Start by Selecting the recoupment button the right hand side of the "Payment" option. See image below.



When Selecting the Recoupment button shown above, the entire previous charge will be recouped. If only one line needs to be recouped, select all other line items individually and in the "Mode(4) box enter the Letter, "N" . The Following error message below will populate. Select Discard to continue.


When the appropriate lines are selected and you are ready to proceed, select "New Payment". You will now see the following image below. Select "Post Repayment" to re-post the recoupment if necessary.


Same rules apply when posting the repayment. only select the line necessary. For all other lines select the "Not Posting" option in Box "Mode (4)".

When this is all complete, the negative and positive amounts should balance when the check is completely posted.


7: Removing an account from collections:

Select the following link to locate the collections site and use any available login to attain access.

https://my.tsico.com/Account

Select "account search" from the options in the image above.

Type the account number in "Reference" , if that doesn't work, try the account# field next.

When the account is located, under "action" select the center blue edit box shown above.

Fill in all of the appropriate information below and select save. No other steps required for this portion.

(tip: When posting the self pay charge in epic you may need to select the "bad debt" option instead of self pay, under payment code.)


8: Troubleshooting a payment that will not populate using the correct account number.

As seen in the image above, the account number will populate the service date range and the payment payer.

-In order to resolve the posting error you will want to repost the charge utilizing the following steps:

  • Copy and past the account number under guarantor Lookup using the "Invoice#" tab, select accept.

  • Select "Prof Tx Inquiry"

  • Under "Visits" > select the visit and right click the charge > select "Repost".

  • The charge is now in the workqueue, we need to locate it and post the charge.

  • Filter the search however you prefer to find the patient's charge. Select the charge and select Resubmit. Go back to the payment posting batch and retype the claim number, the charge should now populate.