Each remittance arrives as Needs Review. Match every claim on it to a claim in the system (or exclude the ones that do not belong); when the check balance reaches zero, post it to the A/R ledger.
Add a remittance
Open Billing under Admin, then the Remittance Posting tab.
Click Add Remit and pick how the payment arrived:
Import 835 — upload an ERA file from a payer or clearinghouse portal.
Pull from Clearinghouse — fetch new remittances on demand.
Manual Entry — key a paper check or EOB: payer, payment date and method, check or EFT number, total, then each claim's payment and adjustments.
For manual entry, Save & Post stays disabled until claim payments equal the check total exactly and Remaining reads $0.00.
Match the claims
Click the remittance row. The header shows Check Balance — money on the check not yet allocated. It turns green at zero, and zero is required for posting.
For each Unmatched row, choose:
Match — search by patient or claim number, select the right claim, click Match Claim.
Exclude — the line is not this agency's claim. Excluded rows are struck through; Undo brings one back.
Leave for Review — park it; the remittance cannot post until it is resolved.
Expand any row (arrow) to see the payer's service lines and every adjustment with its group, code, and description.
Note: Exclude only lines that genuinely are not yours. If the claim exists but did not match automatically, Match it so its balance updates. Patient responsibility is informational and never counts toward the balance.
Post
With every claim matched or excluded and Check Balance at zero, click Confirm & Post.
The Post remittance to A/R? dialog recaps the check. Click Confirm & Post.
Warning: Posting writes the payment and adjustment transactions to A/R and cannot be undone. The remittance becomes read-only and records who posted it and when.
If something goes wrong
Post is grayed out. Hover it — the blockers are listed: unmatched claims, or the balance not fully allocated.
"The payment was saved but could not be posted." Do not enter it again. Click Open remittance, correct the named blocker, and post from the detail.
A payment is short. Expand the claim row first — the payer's adjustment codes usually answer why the amount changed. Dispute from there, not from the totals.