Reference Batch System Settings

Reference Batch System Settings


Reference Batch

ALLOWBATCHFUNC 

- Allow all batch posting functions by default

  • Controls whether Reference Batches are created with all allowable functions selected automatically, or if the User needs to select the functions they want to be allowed within the Batch. 
  • YES (and ---): When a Batch is created, all functions (Payment Posting, Charge Posting & Patient Registration) are pre-selected.
  • This is typically used when one Reference batch is used for the Charges and Payments.
  • NO: Users will select the allowable functions each time a new Reference Batch is created.
  • This is typically used when separate Reference Batches are used for Charges & Payments.

CHARGES 

- REFERENCE BATCH REQUIRED

  • Strict Mode: The User must be attached to a Reference Batch during Charge entry to save a Charge.
  • If not attached to a Reference Batch, the Charges can only be saved as Incomplete.
  • This is the recommended setting!
  • Normal Mode (and ---): Reference batches are optional

DEMO 

- REFERENCE BATCH REQUIRED

  • Normal Mode (and ---): Reference batches are optional for Patient Registration.
  • Strict Mode: The User must be attached to a Reference Batch to save a new Patient Registration.

INCLUDEINCOMPLETE

- INCLUDE INCOMPLETE CHARGES ON REFERENCE BATCH REPORT

  • This setting determines whether Incomplete Charges are included on the Reference Batch report.
  • Yes: Include Incomplete Charges on the Reference Batch Details report
  • No and (---): Do not include Incomplete Charges on the report

NEEDSELECTRONICALLYPROCESSED 

- DISPLAY A CHECKBOX ON REFERENCE BATCH SCREEN TO SPECIFY IF THE RECEIPTS NEED TO BE ELECTRONICALLY PROCESSED

This only applies if a merchant service integration is in place. If you are not using an integrated credit card processor, this setting will not have an effect.

  • This controls the visibility of the Process Electronically checkbox on the Receipt and Reference Batch screens.
  • It is only needed if not all credit card payments are processed through the integrated credit card service.
  • When it is unchecked, the System bypasses the Credit Card Processor Integration.

 This setting controls the visibility of the Process Electronically option at the PRACTICE level.

  • A System Permission can be used to determine visibility at the USER level.
  • (Admin > User Maintenance > User > System Permissions > Payments > Receipts > Process Electronically Checkbox)
  • Options:
  • Receipt Only (and ---): Display the Process Electronically checkbox on Receipts.
  • This will allow it to be controlled by any user that has the permission to do so.

  • Don't Display: The Process Electronically checkbox is never displayed, therefore cannot be deselected.
  • Ref Batch & Receipt: Checkbox displays on both the Reference Batch screen and Receipt screen.
  • The selection or deselection of the Process Electronically checkbox in the Reference Batch determines the default value for all new Receipts created in that Batch.
  • The checkbox can be selected or deselected as needed on the Receipt.

Use Case: This is useful for creating Reference Batches for users processing credit cards through the credit card integration vs. Reference Batches where card transactions are entered that have already been processed outside the System.



RECEIVED DATE FIELD: ADD TO REFERENCE BATCH

(Release 4.7)

By default, the Received Date is populated by the Paid Date on the ERA File. To add the

Received Date field to the Reference Batch, add this System Setting.

ERARECEIVEDDATE

- Date used when creating an ERA

  • This setting controls what date is used as the Received date on Receipts created when applying ERAs.

    • ERA Paid Date and (---): Uses the Default Paid Date on the ERA.

    • Reference Batch Received Date: Adds the Received Date field to the Reference Batch.


Notes
Internal Use Only: PROCESSELECTRONICALLYUNCHECKED

PAYMENTS 

- REFERENCE BATCH REQUIRED

  • Strict Mode: Must be attached to a Reference Batch to Post Payments.
  • This is the recommended setting!
  • Normal Mode (and ---): Reference Batches are optional for Payment Posting.


    • Related Articles

    • Add/Modify a Reference Batch

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

    • Reference Batch Overview

      Basic Use of a Reference Batch Using Reference Batches provides a way to balance daily transactions and improve the auditing process. When you enter financial transactions, such as Charges, Payments, and Adjustments), you must be attached to a ...

    • Reconcile Reference Batch Receipts

      Reconcile Reference Batch Receipts Reference Batches can be used to reconcile your receipts. Compare the Receipts column with the Payments column. The Receipts column represents the amount that was entered when the receipt was created, and the ...

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

      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. When finished reviewing the charges and payments, the Reference Batch should be ...

    • Post/Apply an ERA

      Reference Batch Received Date By default, the Received Date is populated by the Paid Date on the ERA File. If you want the Received Date to be a different Date, there is a System Setting to allow the entry of a Received Date on the Reference Batch ...