Tracking Insurance Payments

IntakeQ allows you to create claims and track insurance payments. When you submit claims using our Office Ally integration, insurance payments are recorded and allocated automatically as payers make ERA reports available. If you work with payers who don't provide ERA reports, or if you don't use our Office Ally integration, you can record these payments manually.

Adding an Insurance Payment Manually

To add an insurance payment, you will likely need the EOB (Explanation of Benefits) received from the insurance payer, showing you the amounts for each claim and its items. To record the payment follow the steps below:

  1. Navigate to "Lists > Claims > Payments".
  2. Click on "Add Payment".
  3. Fill out the basic payment information (Payer, Date, Check Number, Amount), and click on "Continue".
  4. IntakeQ will show you all claims for that payer that have been submitted but not paid. Select the claims that are included in this EOB and click on "Continue".
  5. Next, IntakeQ will show you a table that lets you allocate the EOB amounts to each claim line item, including copay, coinsurance and deductibles.

Notice that the amounts in the Paid column should add up to the total payment amount. The system will display the un-allocated amount at the bottom and once that amount gets to zero, you will be able to close the payment by clicking on "Close Payment".

When the payment is closed, IntakeQ will change the status on the claims and update the client responsibility on the appointments associated with these claims.

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