Orlando Harmon
Kareo, now known as Tebra, offers a Payments feature that allows users to easily enter, apply, and manage payments. This includes insurance payments, which can be manually posted by following two steps: entering the general payment information and then applying the appropriate payment amount(s) to the corresponding service line(s). This guide will outline the process of posting insurance payments in Kareo, including the steps for entering general payment information and applying payments, as well as any other relevant information for users to effectively utilize the platform for their insurance payment needs.
| Characteristics | Values |
|---|---|
| Number of steps to post insurance payments | 2 |
| First step | Enter general payment information |
| Second step | Apply the appropriate payment amount(s) to the corresponding service line(s) |
| Payment methods | Cash, card payments, electronic checks |
| Payment types | Insurance companies, patients, other payers |
| Payment records | Can be created via the patient's record or appointment |
| Viewing transactions | Use the Find Payment window |
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What You'll Learn
Manually posting insurance payments
Kareo's Payments feature allows users to manually post insurance payments. This can be done in two steps. Firstly, enter the general payment information. Then, apply the appropriate payment amount(s) to the corresponding service line(s).
To enter the general payment information, begin by entering the allowed amount, paid amount, and patient responsibility information. Kareo will then automatically calculate the contractual adjustments and post the appropriate transactions to the patient's account.
Next, apply the payments from the paper remittance advice or from the other payer. You can also quickly save electronic remittance reports and export your ERA reports for use with other programs, such as Medicare's Remit Easy Print software.
Kareo Billing streamlines the use of Explanation of Benefits (EOB) reports to post insurance payments manually. You can post payments using unique encounter numbers, also known as Patient Control Numbers (PCN), which Kareo submits on claims and payers return on Explanation of Benefits (EOB) reports.
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Entering general payment information
To enter general payment information, you must first access the Payments feature in Kareo. This feature allows users to easily enter, apply, and manage payments. The Payments feature also enables users to view a complete log of financial transactions through the Find Payment window.
When entering general payment information, there are two main steps to follow. Firstly, you must enter the general payment information itself. This involves recording the payment details, such as the payment amount, payment method, and payer information. This can include payments received in person or by mail, such as cash, card payments, electronic checks, or paper provider remittance advice from insurance companies or other payers.
After entering the general payment information, the next step is to apply the payment to the corresponding service line(s). This involves allocating the payment to the specific goods or services for which it was made. For example, if a patient made a card payment for a copay, you would apply that payment to the patient's copay balance.
It is important to ensure that all payment information is accurate and up-to-date to maintain proper financial records and accounting practices. This includes verifying payment amounts, dates, and payer details before finalising the entry. By following these steps, users can effectively enter general payment information and manage their financial transactions in Kareo.
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Applying payments to service lines
Once you have entered the general payment information, the next step is to apply the payment to the corresponding service line(s). This is the second step in manually posting payments in Kareo.
Patient payments
To apply a patient payment, first enter the patient payment information on a new encounter. You can record or swipe a card to enter patient payments for copays and outstanding patient balances. You can also create a payment record via the patient's record or appointment. This workflow displays the patient's balance for review, and you can choose to save or use a credit card on file, and print or email a payment receipt.
Insurance or other payments
To apply an insurance or other type of payment, enter the payment from the paper remittance advice or from the other payer.
Viewing payment records
After you have created payment records, you can view the complete log of financial transactions through the Find Payment window in Kareo.
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Recording card payments
For in-person card payments, you can use a low-cost swipe device that connects to your computer via USB. This method simplifies payment collection and eliminates the need for double-keying information, increasing efficiency.
Alternatively, for back-office card payments (e.g., over the phone or by mail), you can manually enter the card information directly into Kareo. This process is also straightforward and involves two main steps:
- Enter the general payment information: This includes basic details about the payment, such as the payment amount and method.
- Apply the payment to the corresponding service line(s): Here, you allocate the payment to the specific service or services it covers.
Once the card payment is approved, you can print a receipt for the patient and automatically post the payment to their account. This automatic posting feature further streamlines the payment process and enhances your overall payment cycle.
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Creating payment records
To create a payment record for a patient payment, you can record or swipe a card to enter the payment for copays and outstanding patient balances. You can do this via the patient's record or appointment, which will display the patient's balance for review, and give you the option to save or use a credit card on file, and print or email a payment receipt. For Stripe Terminal, review Stripe Terminal: Collect Patient Payment.
You can also directly create a payment record for a patient payment by following the New Patient Payment steps. To create a payment record by entering patient payment information on a new encounter, follow the New Encounter Patient Payment steps.
For insurance companies and other payers, you can manually enter payments received in person or by mail (e.g. paper provider remittance advice).
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Frequently asked questions
There are two steps to manually posting insurance payments in Kareo. First, enter the general payment information, then apply the appropriate payment amount(s) to the corresponding service line(s).
Patient payments can be entered by recording or swiping a card for copays and outstanding patient balances.
There are several ways to create a new payment record for a patient payment, depending on your practice's processes and enabled features. One way is to create a payment record via the patient's record or appointment, which displays the patient's balance for review and allows you to save or use a credit card on file. You can also print or email a payment receipt.
To create a payment record for a new encounter with a patient, follow the New Encounter Patient Payment steps provided by Kareo.
Yes, Kareo allows you to manually enter payments received by mail from insurance companies. You can enter the general information for the payment and then apply the appropriate amounts to the service lines.
