Viewing and Posting a Remittance Worksheet (835)







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The following remittance worksheet workflows are detailed below: 

Viewing and Posting a Remittance Worksheet (835)

Creating, Viewing, and Posting a Remittance Worksheet (Manual)

Viewing a Posted Remittance Worksheet

Click the name of a process above to view step-by-step instructions, or scroll through the full content below.

Viewing and Posting a Remittance Worksheet (835)

Once you have completed the steps to Viewing a Remittance/Response File and Worksheet Creation from an 835 you are automatically redirected to the worksheet you have created.  Next, skip ahead to the portion of step 5, below, that details the worksheet data.  From there you will learn how to work with and post the worksheet to A/R.

To access an already created worksheet if you navigated away from the worksheet after completing the Viewing a Remittance/Response File and Worksheet Creation from an 835 process previously, begin with step 1.

    1. From the AWARDS Home screen, click Administration from the left-hand menu, and then click Fiscal.  The Fiscal fly-out menu is displayed.
    2. Click BillingBuilder.  The BillingBuilder Menu page is displayed.

    1. From the "Billing Processing" column of buttons, click Remittances/Responses.  The Billing Remittance Processing page is displayed.

    1. Verify that the From Invoice Batches radio button is selected, and then from the corresponding drop-down select the newly created worksheet.
    2. Click CONTINUE.  The Remittance Worksheet page is displayed.

Provided at the top of this page is the following header information, providing detail about the worksheet you are working with:

  Data Color Key - This key can be used to determine the type of response received in the 835 file from the payer (partial/full payment, overpayment, full denial, etc.).

  Invoice Batches Selected - Indicates which AWARDS batches are part of the remittance worksheet.

  Total Paid - Sum of all payment amounts from the Paid/Re-bill/Void Amount column where the invoice line item has "Paid" selected from the Paid/Re-bill/Void drop-down.

  Denied: Re-bill - Sum of all re-bill amounts from the Paid/Re-bill/Void Amount column where the invoice line item has "Re-bill" selected from the Paid/Re-bill/Void drop-down.

  Denied: Void - Sum of all void amounts from the Paid/Re-bill/Void Amount column where the invoice line item has "Void" selected from the Paid/Re-bill/Void drop-down.

Total Pending - Sum of all pending amounts from the Paid/Re-bill/Void Amount column where the invoice line item has "Pend" selected from the Paid/Re-bill/Void drop down.

Beneath the header information (and again at the bottom of the page for your convenience), are a series of worksheet action buttons and links: 

  Update Totals - As selections are made to the invoice line responses in the worksheet, this button can be clicked to provide updated totals for   Total Paid, Denied: Re-bill, Denied: Void, and Total Pending.

  Delete Worksheet - Click this button to delete the worksheet.

  Post Worksheet - Click this button to post the worksheet once all response data has been reviewed and appropriate selections have been made as needed.  Posting the worksheet will post payments and/or adjustments to the invoice lines in the worksheet and this will affect the balance on the invoice lines. 

IMPORTANT! This button should only be clicked once a full review of the worksheet has been completed.

  Set All Invoices on this page to: Paid / Pend / Re-bill / Void - Click one of the options to set all invoice lines in the worksheet to that status.  This will assign the selected status to the Paid/Re-bill/Void column for all invoice lines. 

  NOTE: This feature is normally used with manual remittance worksheet creation when the payer does not supply an 835 file.

And finally, for each invoice line listed in the worksheet, the following information is provided:

  Consumer - The consumer name and INS ID Number associated with the invoice line.

  Invoice No. - The AWARDS invoice ID number and invoice line number in ().

  Service Date - The service date associated with the invoice line.

  Procedure - The procedure code associated with the invoice line.

  Claim Amount - The claim amount associated with the invoice line.

  Paid/Re-bill/Void Amount - The amount to post to the invoice line as a payment, void, or re-bill.  If a partial or full payment is received for the invoice line in the 835 file, this will be automatically populated with the payment amount.  If no payment is received for the invoice line in the 835 file, this will be automatically populated with the invoice line amount (Claim Amount). 

  TIP: If you click into this text field with your mouse cursor, the current balance of the invoice is displayed.

  Paid/Re-bill/Void - The status of the posting to the invoice line.  If a partial or full payment is received for the invoice line in the 835 file, this automatically defaults to "Paid."  If no payment is received for the invoice line in the 835 file, this automatically default to blank and one of the following selections must manually be made from the drop-down list:

Pend - Will ignore the invoice line when the remittance worksheet is posted and the invoice line can be included in another remittance worksheet later on. 

Re-bill - Will post a full adjustment to the invoice line when the remittance worksheet is posted and a new re-bill invoice (same payer/consumer/date of service/procedure) can be generated using the Generate Claim Denials Re-Billing Batch action on the BillingBuilder's Generate Invoice Batch page. 

Void - Will post a full adjustment to the invoice line when the remittance worksheet is posted and a new invoice cannot be created for the same payer/consumer/date of service/procedure.

  Reason if Void - A reason can be selected from this list to associate with the Void adjustment to be posted when "Void" is selected from either the Paid/Re-bill/Void drop-down or the If Remainder, assign to drop-down.  This list offers the following default options: "Contractual Obligation," "Timely Filing," and "Write-Off."  Please contact the Help Desk if it is necessary to modify this list.

  If Remainder, assign to - If a partial payment was provided for the invoice line in the 835 file, the unpaid portion can either be assigned to another payer for the consumer, the consumer (Self-Pay), or it can be written off (Void).  This drop-down lists all active payers in the consumer's Certified Entitlement records along with a "Void" selection.

  Advice -  A description of the adjustments provided by the payer.  These adjustment descriptions can either be positive or negative adjustment reasons.

  CAS Information - Tehe 835 CAS info returned from the payer in the 835 file that is related to the Advice Info.

  Adjudication Date - The adjudication date provided in the 835 file for the invoice line response.

    1. Use the available invoice fields/options in the worksheet's invoices table, in combination with the worksheet action buttons and links noted above, to update and post the worksheet as needed.

The process of viewing and posting a remittance worksheet is now complete.

Creating, Viewing and Posting a Remittance Worksheet (Manual)

To create a remittance worksheet manually by selecting batches to include, complete the following steps from the AWARDS Home screen: 

  NOTE: These steps can be followed when the payer does not provide 835 remittance files or when a remittance worksheet needs to be created to adjudicate invoices that were originally set to "Pend."

    1. From the AWARDS Home screen, click Administration from the left-hand menu, and then click Fiscal.  The Fiscal fly-out menu is displayed.
    2. Click BillingBuilder.  The BillingBuilder Menu page is displayed.

    1. From the "Billing Processing" column of buttons, click Remittances/Responses.  The Billing Remittance Processing page is displayed.

    1. Verify that the From Invoice Batches radio button is selected, and then from the corresponding drop-down select the newly created worksheet.
    2. Verify that "(Create New Remittance Worksheet)" is selected from the From Invoice Batches drop-down.
    3. Click CONTINUE at the bottom of the page.  The Billing Remittance Processing page is displayed.

    1. Configure the following filter fields and options to determine which batches will be selected from and included in the remittance worksheet:

  Billing Payer - Click this drop-down arrow and select the payer for which the worksheet is to be created.

  Program Billing Group - Click this drop-down arrow and select the program billing group for which the worksheet is to be created.

  Starting Batch Creation Date and Ending Batch Creation Date - In these fields, enter the batch creation start and end dates.  These dates are related to the batch creation date found on the Edit Invoice Batch screen for a posted batch.

    1. Configure the following fields and options to assign data to payment and adjustment transactions in the remittance worksheet once it is posted:

  Fiscal Period-Begin Date - Click this drop-down arrow and select the fiscal period to post payments and adjustment to.

  Adjudication/Payment/Transaction Date (if no 835 information) - In this field enter the date associated with the payments/adjustments that are going to be posted in the remittance worksheet.

  NOTE: This date will be assigned as the transaction date for all payment and adjustment transactions where electronic 835 remittance information is not found. If electronic 835 remittance data is found, the adjudication date will be assigned as the transaction date.

  Deposit Date - Optional - In this field enter the deposit date to assign to all payment transactions posted within the remittance worksheet.

  Check Number - Optional - In this field enter the check number to assign to all payment transactions posted within the remittance worksheet.

    1. Click CONTINUE.  The Billing Remittance Processing page is displayed.
    2. Click the checkbox next to each invoice batch to be included in the remittance worksheet. 

  TIP: More than one batch can be included in a worksheet.

  TIP: You may see the following based on the status of the batches:

Batch numbers listed without checkboxes - Indicates that the batch is currently part of an open/unposted worksheet.

Batch numbers listed in red - Indicates that there is currently no 835 remittance information present in AWARDS for any invoices in the batch.  Selecting these batches will include invoices in your remittance worksheet that are not ready to be posted if your agency uploads 835 remittance files to process payments.

    1. Click CONTINUE.  The Billing Remittance Processing Worksheet page is displayed.

Provided at the top of this page is the following header information, providing detail about the worksheet you are working with:

  Data Color Key - This key can be used to determine the type of response received in the 835 file from the payer (partial/full payment, overpayment, full denial, etc.).

  Invoice Batches Selected - Indicates which AWARDS batches are part of the remittance worksheet.

  Total Paid - Sum of all payment amounts from the Paid/Re-bill/Void Amount column where the invoice line item has "Paid" selected from the Paid/Re-bill/Void drop-down.

  Denied: Re-bill - Sum of all re-bill amounts from the Paid/Re-bill/Void Amount column where the invoice line item has "Re-bill" selected from the Paid/Re-bill/Void drop-down.

  Denied: Void - Sum of all void amounts from the Paid/Re-bill/Void Amount column where the invoice line item has "Void" selected from the Paid/Re-bill/Void drop-down.

Total Pending - Sum of all pending amounts from the Paid/Re-bill/Void Amount column where the invoice line item has "Pend" selected from the Paid/Re-bill/Void drop down.

Beneath the header information (and again at the bottom of the page for your convenience), are a series of worksheet action buttons and links: 

  Update Totals - As selections are made to the invoice line responses in the worksheet, this button can be clicked to provide updated totals for   Total Paid, Denied: Re-bill, Denied: Void, and Total Pending.

  Delete Worksheet - Click this button to delete the worksheet.

  Post Worksheet - Click this button to post the worksheet once all response data has been reviewed and appropriate selections have been made as needed.  Posting the worksheet will post payments and/or adjustments to the invoice lines in the worksheet and this will affect the balance on the invoice lines. 

IMPORTANT! This button should only be clicked once a full review of the worksheet has been completed.

  Set All Invoices on this page to: Paid / Pend / Re-bill / Void - Click one of the options to set all invoice lines in the worksheet to that status.  This will assign the selected status to the Paid/Re-bill/Void column for all invoice lines. 

  NOTE: This feature is normally used with manual remittance worksheet creation when the payer does not supply an 835 file.

And finally, for each invoice line listed in the worksheet, the following information is provided:

  Consumer - The consumer name and INS ID Number associated with the invoice line.

  Invoice No. - The AWARDS invoice ID number and invoice line number in ().

  Service Date - The service date associated with the invoice line.

  Procedure - The procedure code associated with the invoice line.

  Claim Amount - The claim amount associated with the invoice line.

  Paid/Re-bill/Void Amount - The amount to post to the invoice line as a payment, void, or re-bill.  If a partial or full payment is received for the invoice line in the 835 file, this will be automatically populated with the payment amount.  If no payment is received for the invoice line in the 835 file, this will be automatically populated with the invoice line amount (Claim Amount). 

  TIP: If you click into this text field with your mouse cursor, the current balance of the invoice is displayed.

  Paid/Re-bill/Void - The status of the posting to the invoice line.  If a partial or full payment is received for the invoice line in the 835 file, this automatically defaults to "Paid."  If no payment is received for the invoice line in the 835 file, this automatically default to blank and one of the following selections must manually be made from the drop-down list:

Pend - Will ignore the invoice line when the remittance worksheet is posted and the invoice line can be included in another remittance worksheet later on. 

Re-bill - Will post a full adjustment to the invoice line when the remittance worksheet is posted and a new re-bill invoice (same payer/consumer/date of service/procedure) can be generated using the Generate Claim Denials Re-Billing Batch action on the BillingBuilder's Generate Invoice Batch page. 

Void - Will post a full adjustment to the invoice line when the remittance worksheet is posted and a new invoice cannot be created for the same payer/consumer/date of service/procedure.

  Reason if Void - A reason can be selected from this list to associate with the Void adjustment to be posted when "Void" is selected from either the Paid/Re-bill/Void drop-down or the If Remainder, assign to drop-down.  This list offers the following default options: "Contractual Obligation," "Timely Filing," and "Write-Off."  Please contact the Help Desk if it is necessary to modify this list.

  If Remainder, assign to - If a partial payment was provided for the invoice line in the 835 file, the unpaid portion can either be assigned to another payer for the consumer, the consumer (Self-Pay), or it can be written off (Void).  This drop-down lists all active payers in the consumer's Certified Entitlement records along with a "Void" selection.

  Advice -  A description of the adjustments provided by the payer.  These adjustment descriptions can either be positive or negative adjustment reasons.  If there is not an 835 response for the invoice line in AWARDS, free text can be entered here as needed.

  CAS Information - Tehe 835 CAS info returned from the payer in the 835 file that is related to the Advice Info.  If there is not an 835 response for the invoice line in AWARDS, data can be entered here as needed using the Manual COB Billing Process - Quick Reference Guide.

  Adjudication Date - The adjudication date provided in the 835 file for the invoice line response.   If there is not an 835 response for the invoice line in AWARDS, data can be entered here as needed using the Manual COB Billing Process - Quick Reference Guide.

    1. Use the available invoice fields/options in the worksheet's invoices table, in combination with the worksheet action buttons and links noted above, to update and post the worksheet as needed.

The process of manually creating, viewing, and posting a remittance worksheet is now complete.

Viewing a Posted Remittance Worksheet

Once a remittance worksheet is posted, it can be viewed as read only.  To do so, complete the following steps from the AWARDS Home screen:

    1. From the AWARDS Home screen, click Administration from the left-hand menu, and then click Fiscal.  The Fiscal fly-out menu is displayed.
    2. Click BillingBuilder.  The BillingBuilder Menu page is displayed.

    1. From the "Billing Processing" column of buttons, click Remittances/Responses.  The Billing Remittance Processing page is displayed.

    1. Click Show Posted Worksheets.  The page is refreshed to include posted worksheets in the From Invoice Batches drop-down list. 
    2. Click the From Invoice Batches drop-down list and select the posted remittance worksheet to be viewed.

  TIP: Posted worksheets in this list  include the label "POSTED to [fiscal period]" at the end of the remittance worksheet detail. 

    1. Click CONTINUE.  A read-only report version of the posted worksheet is displayed.

  TIP: If necessary, the posted worksheet being viewed can be unposted using the UNPOST WORKSHEET button at the bottom of the page.  A pop-up is displayed providing the following detail regarding the impact of unposting a worksheet in AWARDS:

All payments and adjustments posted within this worksheet will be removed/deleted from AWARDS.

Invoices included in this remittance worksheet will have their balance restored to the balance from prior to the worksheet being posted.

All future records (re-bill and remainders assigned) are removed/deleted from the Future Billings report, ONLY if they are present in that report when the worksheet is unposted.  If future records (re-bill and remainders assigned) from the original worksheet posting have already been used to generate re-bill invoices or COB invoices, then you must delete the duplicate future records that will be created when this worksheet is re-posted in order to prevent the existence of duplicate invoices.

Click OK to proceed with the unposting.  A confirmation page is displayed to let you know that the unposting is complete.

The process of viewing a posted worksheet is now complete.

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