Open, Close, Attach, Detach, and Archive a Reference Batch

Open, Close, Attach, Detach, and Archive a Reference Batch

Notes
You may not be able to see all Reference Batches depending on the User's Permissions.

A Reference Batch remains OPENED until you change the Status button to CLOSED. The Chain Symbol highlighted in green indicates that you are attached to this Batch. If it is not highlighted, it is unlinked. The Chain Symbol disappears when the batch is CLOSED. You can only be linked to one Reference Batch at a time.

 

Closing and Unlinking a Reference Batch  

When finished reviewing the charges and payments, the Reference Batch should be CLOSED by using the Status Button on the Batch Details Header Bar. Click OPENED to change it to CLOSED. This closes and unlinks the Reference Batch. These buttons are also available from Batch Details.

If you do not want to close the Reference batch but want to unlink it, click the Chain Link icon to the right of Status.

 

 Archive a Reference Batch 


  A Closed Reference Batched can be Archived.

  1. Close the Reference Batch

  2. On the Add/Modify Reference Batch screen, choose Archived for Batch Status and Save.

  3. View the Archived Reference Batch by choosing Archived for Status in the Filter Criteria.

Find an Archived Reference Batch  

On the Reference Batch List, choose Archived from the Status dropdown.




On the Reference Batch List screen, you can add a new Reference Batch by selecting Add or modify a Reference Batch by selecting the Reference Batch number.



Add a Reference Batch

  1. From the Reference Batch List page, click Add to create a new Reference Batch.


  1. The Batch Status defaults to Opened.
  2. Add a Description for the items to be posted. Choose the format that fits your office workflow. Using the same format for the Description each day makes it easier to search by description.

Examples:

  • 10/04/22 Copays
  • 10/04/22 Charges
  • 10/04/22 ERA Payments. 
  1. User ID: If this field is available, choose the User ID from the dropdown. If this field is grayed out, the system has automatically chosen the User.
  2. Reference Total: Use this field if you know the Total dollar amount of the payments to be entered. The System will highlight in yellow the batches that are not balanced. (Optional)



  1. Batch Date. This is the Post Date for transactions in the batch. Enter a "T" in the Batch Date field and press the Tab key to auto-populate today's date (T for today).
  2. If you are posting items for only one DOS, Received Date, Facility, Rendering, Billing, Referring, or Supervising, enter the value or click the lookup icon to search.
  • If any of these values are entered, the fields will be grayed out on the Charge Entry screen and cannot be changed on that screen.
  • If the Facility is chosen on the Reference Batch, it will override the address in the Pay To/Billing Location Library.
    • The Facility chosen here will be the address that prints on the Receipt.



  1. Allowable Batch Functions: Use if you want to restrict the functions allowed in the Reference Batch. Defaults to all the boxes being checked.
  • Example: If you only want Payments in this batch, uncheck Charges and Demographics.



  1. Note: Use the Note field to enter Internal Notes regarding this Reference Batch.
  2. Select Save [F2].



Modify a Reference Batch

  • Any field can be modified on a Reference if it is not grayed out.
  • A Reference Batch does not have to be Open to modify the fields.
  • Select the Batch Number to make changes.



Modify the Batch/Post Date

If a Reference Batch is not locked, the Batch Date can be modified.


  1. Select the Batch number on the Reference Batch List.


  1. Batch Date: Enter the new Batch Date for the Reference Batch.
  2. Modify Post Date: Check the box.
  3. New Post Date: Enter the same date as the new Batch Date. The date must be entered here to change the Batch Date for the entire Reference Batch.
  4. Select Save [F2].



If there is a locked padlock in the Status field, no changes can be made to the Batch Date or Payment amounts.



Learn More

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