Payment posting
Payment Posting Services, Reconciled to the Deposit
Posting is where the revenue cycle finds out what actually happened. Done well it is a reconciliation discipline rather than data entry. Every dollar posted ties to a deposit, every adjustment has a reason code, and every denial that arrives as a zero-pay line becomes a work item instead of disappearing into the ledger.
What we post
Insurance and patient, electronic and manual, with the same reconciliation standard applied to all of it.
Request an RCM AssessmentElectronic payment posting
Electronic remittance files are posted where the file and the account agree, with anything that does not match routed for manual handling rather than force-matched to the nearest open balance.
Manual payment posting
Paper remittances, correspondence cheques and anything the electronic file could not resolve are posted by hand, against the same reason codes and the same balancing rule as the automated run.
ERA processing
Remittance files are retrieved from your clearinghouse and payer portals, checked for completeness against the batch you were expecting, and loaded before any posting begins.
EOB processing
Scanned explanations of benefits are read line by line and posted to the matching claim and date of service, including the adjustment and denial detail that a summary total hides.
Insurance payment posting
Payer payments are posted to the claim line they belong to rather than to the account in aggregate, so whatever remains open is attributable to a specific service.
Patient payment posting
Patient payments from statements, portals and front-desk collection are applied against the balance they were taken for, not simply against the oldest open item.
Contractual adjustment posting
Contractual write-downs are posted separately from payment and from denial, so the allowed amount stays visible and an underpayment cannot hide inside an adjustment.
Write-off posting against your approved reason codes
Write-offs use your reason codes and only your reason codes. A balance that does not fit one comes back for a decision rather than being posted to a catch-all.
Denial posting with reason and remark codes captured
Reason and remark codes are captured at the moment of posting. Reconstructed later from remittances the denial data is incomplete, and every trend report built on it inherits that.
Takeback and recoupment posting
Payer takebacks and offsets against later remittances are posted against the original claim, so a recoupment is traceable to what it reversed instead of appearing as an unexplained reduction.
Refund request identification
Overpayments and duplicate payments are identified and listed for your review. The refund decision, and the payment itself, stay with you.
Payment reconciliation
Posted totals are reconciled against the remittance before a batch is closed. A batch that does not balance is held with the variance identified rather than carried forward.
Deposit reconciliation against the bank
Posted cash is reconciled against what actually reached the bank, so a remittance that never funded shows up as a gap rather than as a batch that looked balanced.
Unapplied and unidentified cash tracking
Money that cannot be matched to a claim is tracked as its own queue, with the reason it could not be applied, rather than parked in a suspense account where it ages quietly.
Variance identification against expected reimbursement
Payments are compared against the expected reimbursement you supply and differences are flagged with the amount shown, so an underpayment surfaces at posting rather than months later in AR.
Your queues, your system, the same people on them every day.
How a batch is posted
Nothing is closed until it balances. An unbalanced batch is escalated the same day rather than carried.
Receive
ERA files and scanned EOBs arrive from your clearinghouse and lockbox on the agreed schedule, logged as a batch with its expected total before anything is posted against it.
Post
Payments, contractual adjustments, denial reason and remark codes and patient responsibility are posted line by line to the correct account and date of service, against your approved reason codes.
Balance
The posted batch is balanced against the remittance total. A batch that does not balance is not closed — it is raised with the variance identified rather than carried forward quietly.
Reconcile
Posted cash is reconciled against the bank deposit, with unapplied and unidentified amounts tracked as their own queue rather than parked in a suspense account and forgotten.
Route
Denials, underpayments, takebacks and refund candidates are routed to the queues that work them, so posting hands on a worklist rather than a backlog.
What you get
- Batches that balance to the deposit
- Posted totals reconcile to the bank. A variance is raised the day it appears, with the batch and the line identified.
- Denials posted as work, not as zeroes
- Zero-pay lines carry their reason and remark codes and route straight into the denial queue instead of closing silently.
- Adjustments against your reason codes
- We post to the codes you approved. Anything that does not fit one comes back rather than being forced into the nearest match.
- Unapplied cash kept visible
- Payments we cannot identify are tracked in one place with what we know about them, not parked and forgotten.
Reporting cadence
- Daily
- Batches posted, balanced, and any variance against the deposit.
- Weekly
- Unapplied cash, takebacks and refund candidates.
- Monthly
- Posting accuracy and turnaround against the agreed measures.
How it is measured
KPIs and SLAs are customized according to the client's process requirements and contractual scope.
These are the measures we report on. The targets against them belong in your agreement, where they can be negotiated and enforced, rather than on a web page where they cannot.
- Payment posting accuracy, sampled at transaction level
- Posting turnaround from receipt
- Deposit reconciliation completeness
- Unapplied cash aging
- Adjustment coding accuracy
- Denial capture rate from zero-pay lines
- Process compliance against the SOP
- SLA compliance
Find out what your ledger is hiding
Send us your monthly remittance volume, your payer mix and how you reconcile today. We will come back with a posting model, a team size and a transition plan.