There are two different ways to enter Insurance Payments in Lytec, (1) on a billing-by-billing basis, or (2) in bulk via the “Apply Insurance Payment Wizard”. The first method may be preferable when entering Insurance Payments for one patient, billing, or date of service. The second method is preferable when entering Insurance Payments for multiple patients (from one insurance/check).
To enter Insurance Payments on a billing-by-billing basis, go to Billing, then Charges and Payments, then the Charges and Payments option under that. Select the desired Patient Chart, then the Billing. Highlight the charge-line to be paid/adjusted, then click Detail, then Pay Item (F5 hotkey).
The “Pay Item” window will appear. Click the Payment button, then click Add. A new payment/adjustment line will appear. Enter the Payment Date (Check Date). Lookup or enter the desired Insurance Payment code under the “TX Code” column. Optionally, enter a Check Number, Remittance Number, or other information, under the “Reference” column (Tip: If you enter values in a consistent format, you can use the “Reference” field to search for all payments from a certain Check Number when running certain reports). Enter the Payment amount under the “Payment” column. Click OK if finished, or click the Payment button then Add, to add another payment, or an adjustment, as many times as needed.
To enter Insurance Payments in bulk (from one Payer check), go to Payments, then Apply Insurance Payment. In the window that appears, first make sure ALL of the fields on the right-side under “Codes” are filled out (even if you don’t intend on using some of them, they must all be filled out).
Enter the Payment Date. Optionally; enter a Check Number, Remittance Number, or other information, under the “Reference” column (Tip: If you enter values in a consistent format, you can use the “Reference” field to search for all payments from a certain Check Number when running certain reports). Enter the Payment Amount (this does not include adjustments, just Payments). If any, enter the Total charge backs amount. If you have trouble finding the items being paid in the next steps, you may need to check the Show zero and negative balance billings option (you may return to check this option even after proceeding, by using the “Back” button). If this is and EFT Payment (Electronic Funds Transfer), select that option. Click Next to proceed.
Start off by selecting a Patient in the top-left corner. Billings, and individual dates of service will display below. When posting Insurance payments, it is highly recommended to make the entries in the lower half of the window, at the line-item level as opposed to the Billing level.
Enter payment amounts for line items being paid, under the Apply column. Optionally; You can make the payment entry a “Partial Payment” (which leaves the responsibility at that payer), by checking the “Part.” check-box. Enter any adjustments under the Write-Off… columns.
The system will keep a running tally of what has not yet been applied from the total payment amount. Optionally; Click Navigate to view entries made so far. Click Next, to begin the process for the next patient, or click Post when finished.