Electronic Remittance Advices (ERAs) provide detailed information about payments issued by insurance payers for submitted claims. These files outline how each claim was processed, including which services were paid, denied, adjusted, or require further action.
Within the RXNT system, ERAs play a critical role in the billing workflow. The help ensure payments are accurately applied to the correct claims, support account reconciliation, and make it easier to identify underpayments, overpayments, and denials. By automating much of the payment posting process, ERAs improve efficiency and reduce manual data entry.
ERA queue
From the Application Dashboard, click the Pending ERAs alert to navigate to the ERA tab.
Here, you can view and manage both Pending and Resolved ERAs.
Both tabs include the following columns to help you track ERA activity:
- Check / EFT Trace # – Displays the unique identifier assigned to the payment, whether it was issued as a paper check or an electronic funds transfer (EFT). This number is used to track and reconcile payments with the payer.
- Check Date – Indicates the date the payment was issued by the payer. This helps you track payment timelines, compare against deposit dates, and ensure timely reimbursement.
- Service Facility Location – Displays the location where the services associated with the ERA were performed. This is useful for filtering, reporting, and ensuring payments are accurately tied to the correct practice or facility.
- Process Status – Indicates the current status of the ERA processing. Common statuses include In Progress, Completed, or Error, helping you quickly identify whether the ERA is ready for review or requires attention.
- Processed Status Message – Provides additional details about the processing status. If an error occurs, this column will include a message explaining the issue and may offer guidance on how to resolve it.
- Post Payment Number – Displays the system-generated payment number created after the ERA is successfully processed. You can click this number to review and post the associated payment.
- Processed Date – Shows the date and time when the ERA was processed by the system, helping you track when the remittance was received and handled.
- Insurance – Identifies the insurance payer associated with the ERA, allowing you to quickly determine which payer issued the payment.
- Total Check / EFT Amount – Displays the total payment amount included in the ERA, whether issued via check or EFT. This helps with reconciliation and ensures the full payment amount is accounted for.
- View Summary - Allows you to open a summary report of the ERA, including payment totals, adjustments, and any provider-level balance (PLB) details.
- Resolve – Enables you to address and resolve ERAs that contain errors or require additional action before they can be fully processed.
Pending tab
The Pending tab displays ERAS that have been successfully processed, as well as those that require attention due to errors.
Errored ERAs will have an explanation of the error and associated next steps in the Processed Status Message column. Hover over the error message to view the entire message. If you need further details, click on the Icon in the first column. Follow the instructions provided in the message.
When an ERA is received with missing payer information, an Edit icon will appear, allowing you to update and link the correct payer details.
Click the Edit icon to link the payer. Enter the payer’s name in the Payer Name field, then select the appropriate payer from the dropdown list to associate their information with the EDI.
Click Link Payer & Continue Processing.
Reprocessing the ERA will create a new payment with the payer's name and delete the previous payment associated with that check number.
View ERA details
Click on the Check Number in the Check / EFT Trace Number column.
The ERA will open in a pop-up window. Scroll down to view the details for all patients.
The ERA will open in a pop-up window. Scroll down to view the details for all patients.
To view payments for specific patients only, click the Checkbox next to the desired patient’s name.
Download the 835 file
You can download ERAs in the 835 format, which is the industry-standard file used to transfer payment and remittance data between systems.
- Click Download 835 to save the file
- Open the file using a compatible viewer to review structures ERA data
Print with summary
To print the ERA information, click Print With Summary to include both detailed claim data and a summary.
The ERA Claim Detail Report includes:
- Patient name
- Date of service
- Procedure codes
- Billed and allowed amounts
- Adjustments and write-offs
- Deductibles and coinsurance
- Payments received
Click Print, to generate a hard copy or PDF.
Glossary of codes
At the bottom of each ERA, a glossary of codes is provided quick reference. This helps you better understand adjustment codes, denial reasons, and payment details.
ERA summary report
To view a high-level summary, click View Summary in the View Summary / Resolve column.
This opens the ERA Payment Summary Report, which includes:
- Provider information
- Total payment amounts
- Adjustment breakdowns
If applicable, PLB (Provider-Level Balance) Adjustments will appear at the bottom. These may include:
- Refunds
- Recoupments
- Interest payments
- Withholdings
Reviewing these details ensures accurate reconciliation of the total payment received.
Resolved tab
The Resolved tab displays all ERAs that have been successfully processed and no longer require action. Once an ERA has been completed, meaning any errors have been addressed and the associated payment has been generated and/or posted, it is automatically moved from the Pending tab to the Resolved tab.
This tab serves as a historical record of processed remittances, allowing you to review previously completed ERA activity for auditing, reconciliation, and reporting purposes.
Within the Resolved tab, you will see the same columns as in the Pending tab, including details such as:
- Check / EFT Trace Number
- Check Date
- Service Facility Location
- Process Status
- Processed Status Message
- Post ID
- Processed Date
- Insurance
- Total Check / EFT Amount
- View Summary
From this tab, you can:
- View ERA summaries to review payment and adjustment details
- Access the associated payment by clicking the Payment ID
- Open the ERA Claim Detail Report for a detailed breakdown of claim activity
- Confirm processing completion and verify totals for accurate reconciliation
Because all ERAs in the tab have already been resolved, no further action is required. However, the information remains accessible for reference, making it easy to track past payment and ensure accuracy in your financial records.
Upload 835 files
You can upload 835 files to import ERA data directly into the system, reducing manual entry and improving accuracy.
To upload a file, navigate to either the Insurance Payment tab or the ERA tab. Click 835 Upload.
To upload, click Browse Files or simply drag and drop your file into the designated upload area.
When uploading files, a pop-up window will display the upload status so you can track progress.
After the 835 file is successfully uploaded, it will appear in the Pending ERA tab and a payment will be generated automatically. To review and post the payment, click the Payment Number in the Post Payment column.
The payment will also be available in the Unposted Insurance Payment tab, where you can click the green payment icon to review and post it.
Missing ERAs
If you're expecting an ERA but do not see it in the system, verify that the correct CPID is configured for the payer:
- Navigate to Billing Utilities
- Confirm the CPID in the ERA fields for the payer
If the payer includes an option labeled “(OKC Only)”, be sure to select the CPID associated with that specific entry.
Ensuring the correct CPID is configured is essential for successfully receiving ERAs. For additional guidance, click here to learn more!
The enhanced workflow allows you to efficiently manage remittance data, reduce manual work, and maintain accurate financial records within your billing system.
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