This screen provides a centralized view of all insurance payments, allowing you to track, review, and manage payments efficiently. From here, you can see payments across all statuses, Unposted, In Progress, and Posted, filter by date ranges, sort by payment or posted date, and quickly access details for each payment to ensure accurate posting and reconciliation.
Insurance payments tabs
Unposted tab
The Unposted tab includes ERAs that are ready for review and posting, as well as any manually entered payments that have been saved. The Date From and Date To fields automatically populate based on all payments that match the selected status and cannot be edited. Insurance payments are displayed according to the payment date.
In progress tab
The In Progress tab contains insurance payments that are in the process of being posted and are not yet fully completed. For example, when posting a payment with a high dollar amount or one that includes multiple patients, after clicking Save and Post, it may take a moment to finish due to the volume of information being processed. During this time, the payment will appear in the In Progress tab until the posting is complete. The Date From and Date To fields automatically populate based on all payments that match the selected status and cannot be edited.
Posted tab
The Posted tab contains all insurance payments that have been fully posted. By default, the Date From and Date To fields display payments from the past month, but you can adjust these dates to review payments from any time period. You can also sort or view payments by payment date or posted date, for example, if you want to see all payments posted during the last quarter, simply update the date range to include those months.
All tab
The All tab displays every insurance payment, regardless of status or category. For example, it includes payments that are Unposted, In Progress, or Posted, giving you a complete view of all activity in one place. By default, the Date From and Date To fields show payments from the past month, but you can adjust the dates to review payments from any period. You can also view payments by payment date or posted date, for instance, if you want to compare all payments received in January versus those actually posted to the system that month.
Lock payment dates
Lock search criteria for payment dates
To lock your search criteria, including Date From, Date To, and the option to view by Payment Date or Posted Date, click the Lock icon. Locking preserves your selections so that if you navigate away from the page and return later, the previously chosen criteria remain applied. Once locked, the search criteria cannot be changed unless you de-select the Lock icon, so be sure to double-check your selections before locking.
Example: If you set the date range to show payments from the last quarter and select Posted Date, locking the criteria ensures that when you come back tomorrow, the page will still display payments for that same range and date type without needing to re-enter the filters.
To use the Lock feature, the selected date range must not exceed 31 days.
Show Deleted Payments
Include payments that have been deleted in the list
To view deleted insurance payments, select the Show Deleted box. Deleted payments will appear in the list with Deleted indicated in the Status column, allowing you to review, verify, or reference them as needed. For example, if a payment was accidentally deleted, selecting this option lets you see it in the list and determine whether it was deleted correctly or needs to be re-entered.
Using Grids
The grids display data based on the options you select above. Within the grid, you have several tools to customize and organize the information: you can toggle report mode, reorder columns, group by specific columns, search and filter within columns, create favorites, and set default views. Each grid includes a set of default columns to display key information.
Example: If you want to focus on payments by a specific insurer, you could group the grid by the Insurance column, filter for that insurer, and then save the layout as a favorite so you can quickly access the same view in the future.
Report mode
Click the checkbox next to Report Mode to unlock additional columns in the grid, allowing you to view the data most relevant to your workflow. Once Report Mode is enabled, use the Columns icon to add or remove columns as needed.
Example: If you need to track both Payment Date and Insurance Type for your review, enabling Report Mode lets you add these columns to the grid, giving you a complete view of the information you need in one place.
Reorder columns
You can drag and drop column titles to the left or right to arrange the grid in the order that best suits your workflow.
Example: If you want to see the Insurance first, followed by Payment Date and then Payment Amount, simply drag the column titles into that order. This allows you to organize the data in a way that makes it easier to review and analyze.
Grouping
Grouping allows you to organize data in the grid like a pivot table, making it easier to sort and analyze by a specific column. To group, drag and drop the column name into the “Drag a column header here” box at the top left of the grid.
Example: If you want to see all payments organized by Insurance Company, drag the Insurance column into the grouping area. The grid will then group all payments under each insurer, helping you quickly review totals or identify trends.
To group by multiple columns, drag the column titles into the “Drag a column header here” section in the order you’d like to group your data. For example, if you want to group payments first by Insurance Company and then by Payment Amount, drag the Insurance column first and the Payment Amount column second. The grid will then organize payments under each insurer and further break them down by payment type, making it easier to analyze patterns or trends.
Reset grid
If you’d like to remove any custom filtering, grouping, sorting, or column reordering in the grid, simply select the Reset Grid button. This restores the grid to its original layout and also makes it easier to see when new filters have been applied. For example, If you previously filtered the Insurance column to show only one payer and sorted the Date column from oldest to newest, clicking Reset Grid will clear both actions, displaying all payers again and returning the date column to its default order.
Search and filter columns
These features are helpful because they let you quickly locate specific information, focus on the most relevant data, and streamline your workflow, without having to manually sort through the entire table.
Search column by
You can search and filter data in a column by using the magnifying glass icon located below each column header. Clicking the icon opens a dropdown menu where you can select a filter type, such as Starts With or Contains, and then type the text you want to find. For example, in a Payment Date column, you could choose Equals and type “07/28/2025” to display only the payments with this payment date.
To remove the filter and return to the full table, select the Reset option at the bottom of the dropdown.
Filter column by
A filter icon appears in certain column headers (to the right of the column name), allowing you to open a dropdown menu and filter the column by specific groups or criteria. This feature is available only for non-numeric columns.
For example, if you click the filter icon in the Insurance column, you can filter the table by a specific payer. This quickly narrows the view to only the payment details associated with that payer, making it easier to spot patterns, verify information, or focus on a particular group without having to sift through unrelated entries.
Favorites
Favorites are tied to the tab on which they are created. Once saved, the Favorite will always open with the associated status tab. Selecting that Favorite later will automatically take you to its corresponding tab and apply the saved view.
Create a favorite
Creating Favorites allows you to save personalized views of your grid so you can quickly return to layouts you use most often. This is especially helpful when you regularly work with specific filters, column arrangements, or groupings and don’t want to recreate those settings every time.
To create a Favorite view:
- Reorder columns, group columns, add or remove columns, and apply any filters you need until the grid looks the way you want.
- Select the Favorites icon.
- Enter a title for the Favorite and select Save.
Once you’ve saved a Favorite, it appears below, showing the Favorite Name, the tab it was created for, and a trashcan icon that allows you to delete the Favorite when it is no longer needed.
Set a favorite as your default view
Within the Favorites settings, you can choose an existing Favorite to set as the Default for the Insurance Payments screen. When a Favorite is set as the Default, it automatically loads as your initial view whenever you navigate to the screen, saving you time from manually applying filters or rearrangements.
Example: If you often review Pending Insurance Payments, you can set a Favorite with that filter as your Default. Then, every time you open the Claims screen, it will automatically display only pending payments, grouped or sorted exactly as you configured in the Favorite.
Click the Favorites icon, then select an existing Favorite from the Insurance Payment Screen Default dropdown menu to set it as your default view. Once set, this Favorite will automatically load as your initial view whenever you navigate to the screen.
Global search
The global search is located inside the grid, making it more integrated with your current workflow. This means that any filters applied to a column, whether through manual searches or by using a Favorite, will now apply consistently to that same column across all tabs on the screen. This ensures that your filtered view remains uniform, saving time and reducing the need to reapply filters when switching between tabs.
Example: If you filter the Insurance column to show only Aetna payments on one tab, that same filter will automatically apply to the Insurance column on all other tabs. As a result, you can review relevant data across multiple tabs without having to set the filter again for each individual tab.
Exporting Grid Data
PDF export
Click the PDF icon to export the data currently displayed in the grid to PDF format. The exported PDF will reflect any customizations you’ve applied to the grid, including column reordering, added or removed columns, and filters.
If the grid contains grouped data, click the chevron icon on the right side of the PDF icon, check the Export by Group box, and select Download. This ensures that each group appears on its own page in the PDF export, making it easier to review and present grouped information without mixing rows from different categories. For example, if your grid is grouped by Insurance Payer, each payer’s data will start on a separate page in the exported PDF
If the grid contains more than 10 columns, first decide which 10 columns you want to include in the export, then click Export. Limiting the export to 10 columns helps ensure the PDF remains readable and well-formatted, preventing data from being cut off or squeezed onto the page. For example, you might choose to export Patient Name, Payment Date, Insurance, Payment Amount, and other key columns while leaving out less critical fields.
CSV export
Click the CSV icon to export the data currently displayed in the grid to CSV format. This export will include all visible rows and columns, reflecting any filters, sorting, or customizations you’ve applied. CSV exports are ideal for further analysis in spreadsheet programs, such as Excel, or for importing data into other systems for reporting or processing.
Viewing and adding IPs from the patient dashbaord
To view or add insurance payments for a specific patient, start by navigating to the patient dashboard.
Click the IP option in the left-hand menu. This will open the Insurance Payment search screen for the selected patient.
By default, the date range is set to the last 31 days. Use the Date From and Date To fields to search within a specific date range.
You can view the data in the grid by either Payment Date or Posted Date.
For example:
- Select Payment Date to see payments based on when they were actually issued, which is useful for reviewing payments made within a specific week.
- Select Posted Date to see when payments were recorded in the system, helping with tasks like reconciling accounting records or tracking when payments officially appeared in reports.
Choosing the appropriate view allows you to analyze the data from the perspective that best suits your reporting or review needs.
Click Show Deleted to include deleted payments in the grid. For example, if a payment was accidentally deleted but you need to review it, selecting Show Deleted will display that payment along with all other records, allowing you to verify or reference it as needed. The Status column indicates whether a payment is active or deleted.
Click the PDF icon to export the data currently displayed in the grid to PDF format.
Click the CSV icon to export the data currently displayed in the grid to CSV format. For instance, this is useful if you want to analyze the data in Excel or another spreadsheet program, such as generating a report of all insurance payments within a specific date range.
The Patient Payment Queue includes the following columns:
- Status - Shows whether the payment is active or deleted. For example, Active indicates the payment is valid, while Deleted shows it was removed.
- Payment/EFT - Represented by a money sign icon, click it to view detailed payment information.
- Payment Number - The unique identifier for each payment .
- Check/EFT # - Displays the check or electronic funds transfer number.
- Insurance - The payer associated with the payment.
- Payment Date - The date the payment was issued.
- Posted Date - The date the payment was recorded is the system.
- Method - The payment method used.
- Payment Amount - The total amount of the payment.
This structure helps you quickly review payment details, track insurance payments, and access detailed information for each transaction.
A filter icon appears in certain column headers (to the right of the column name), allowing you to open a dropdown menu and filter the column by specific criteria. This feature is available only for non-numeric columns. For example, If you click the filter icon in the Insurance column, you can show only one payer, making it easier to review relevant payment details
You can search and filter data in a column by using the magnifying glass icon located below each column header. Clicking the icon opens a dropdown menu where you can select a filter type, such as Starts With or Contains, and then type the text you want to find. For example, in a Payment Date column, you could choose Equals and type “02/14/2025” to display only the payments with this payment date.
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