How to Search for Payments
This section provides an overview of how to search for payments using the Payments desktop in OnTarget. All payments can be reviewed in the Payments desktop, found under the Billing Category.
Once the Payments desktop has been clicked, a search grid will appear with many different options for searching.
While many of the filters are common throughout the system, such as client, cost center and service, there are some specific filters to understand at this grid in order to effectively and efficiently search for any payments.
The payment date filter will return all payments paid and posted in OnTarget on a specific date. For all electronic billing, the assigned Aym Account Analyst will post the electronic remittance advice, or 835’s. They will post the files using a payment date of one day after the remittance date. For example, if the remittance advice is dated July 1st, the payment date will be July 2nd.
A single date can be entered to understand payments posted on a particular day, or a date range can be entered to understand payments over a time-span. Each search will return a total dollar amount and a total record count.
Shown in the grid is the payment date of the claim, who the funding payer was (who paid the claim), and the cash account (General Ledger account the payment posted to). The case account information is often very helpful for distinguishing write-off’s, which are considered a form of payment since it relieves the receivables. Also included in the grid are the client name, cost center the billing was assigned to, the payment amount, claim date, OnTarget Assigned claim number, the service, service date, amount billed, number of units billed , the funder ID number of the client’s insurance, and the denial code. The absence of a denial code indicates either a void or that the payment was manually entered (vs electronically posted) and a denial was not entered. With electronic payments, there should always be a denial code and denial description. Also included is the posting created date, which indicates the day the file was posted into OnTarget. Finally, the OnTarget assigned journal number and the payer assigned claim reference number are also included in the grid view.
The Published Documents folder can be referenced to review these posting dates. Simply go to Reports…Published Documents and find the folder of the payer being researched. Expand the 835 folder to see all Remittances and their posting dates. Open up the file to review the actual payments.
Here are a couple of tips about working with the search grid. Re-arrange the columns if desired to have the data presented in a more meaningful way. To do this, simply click on the column header and then drag it to its desired place. Further, click on the column header and go to the Columns section and uncheck any column that may not be relevant. Export the data to the desired file format to work with the data outside of the system.
In conjunction with the custom organization of the columns, views can be created. There might be a need to only evaluate certain elements of data for specific reporting purposes, in which case remove/organize columns as needed, set filters accordingly and then save the view. This will retain that custom view so that each time you login and come to Payments the view can be selected from the drop-down. Select the system default view to get back to the standard view with original settings.
Every column has a corresponding filter. As mentioned, the cash account represents the OnTarget General Ledger account the payment was posted to. With this, it is possible to filter and search on all payments that have posted to a particular account. Notice that multiple accounts can be entered if needed.
Another key filter is "Paid". When choosing NO the search will return all partially paid or unpaid claims.
Besides searching for payments, another key function of this desktop is adding payments, which is how all non-electronic payments are handled. Please see the corresponding article/video for more info.