Posting Americollect Collections Payments

Americollect payments typically come in through the lockbox, so they will be part of a lockbox batch
You will need to look up the Americollect statement here: https://www.americollect.com/
- Click "Bad Debt Client Login"
  - Ask Robyn Bredeweg for login info if you don't have it

Find the correct company in the list of statements and click "View" by the one that has file types "PDF,XLS" listed
- Look at the statement to make sure it is for the correct check/amount
- If it is, save the statement to the correct REMITS folder
Highlight the case numbers and amounts under the " *** PAID TO AGENCY *** " section in the "DUE YOU" column
If there is a " *** PAID DIRECT *** " section, highlight the case numbers and amounts in the "DUE AGENCY" column

Go into the lockbox batch and add a voucher for the Americollect check
- Voucher Type: Patient Voucher
- Check/EFT Number: "Americollect" and the Americollect check number
- Voucher Amount: the Americollect check amount

Navigate into the first case number on the Americollect statement
- Go to the "Account" tab
Figure out which encounter the collections payment goes to
- Open the patient's Financial Summary in a new tab
- Push "CTRL+F" to search the phrase "patient adjustment: c"
  - This will highlight any collections adjustments made on this case
  - Look for the first DOS that has either part or no amount of the collections adjustments reversed and paid by the patient - this will be the first encounter you will post money to
    - In the screenshot below, there has been $3.62 reversed from the Americollect
- Go back to the Account screen and copy the encounter number

Enter the total paid amount for this case (the amount on the left of the statement that you highlighted) into a calculator
Open the Financial tab in a new browser tab and click on "Corrections & Refunds" on the left side menu
- Copy the encounter number in the "Find Encounter:" box and select the encounter that pops up
- Look at the "Financial Overview" Box and find the line that has a Patient Adjustment

Scroll down to the Transaction History, and reverse the adjustment amount based off of the number in your calculator:
- If the calculator amount is greater than or equal to the amount of the collections adjustment on that line, reverse the full amount of the adjustment and subtract the amount from the number in your calculator
  - You can do this by hovering over the adjustment row and click "Reverse" on the right, and click "Yes" in the pop-up warning
  - Repeat this step for each line, and continue to the next encounter until the calculator amount is lower than the amount of the current line's collections adjustment
- If the calculator amount is lower than the amount of the collections adjustment on that line, post a negative adjustment for the amount that you see on the calculator (if you see 12.50 on your calculator, post a -12.50 adjustment)
  - Make sure the "Payer" selected is Patient, not one of the insurances on the case
  - Use the "Collections Agency - Allied Collections" Adjustment Reason
  - You have reversed all that you need to for this case
Once you have a zero on your calculator, click the "Review My Corrections" button in the upper right corner of the screen, and then click "Apply Now", and "Apply" in the pop-up
Go to the case's home page, and make sure that the amount in the "Patient Due" box matches what is on the statement

Navigate to the Payment Batch you created
- Enter the Case ID and Paid Amount from the Americollect statement
If the "Unpaid Balance" column on the Americollect statement says 0.00, please put the following note in the case's Account Notes AND Patient Notes (click the spyglass next to the patient's name at the top of the Case Home page
- "Patient paid collections balance in full."
Navigate into the next case number on the Americollect statement and follow these instructions again
Do not post collections fees (payments under " *** PAID DIRECT *** " section)
- The patient paid us directly for these balances so we owe money to the collections agency
When the batch is complete, if there were no collections fees, the batch should zero out
- If there were collections fees, the batch should be off by the combined total amount of collections fees
Put a note on the bottom of the pdf stating the amount posted (will be higher than the check amount if there were collections fees), the date posted, and the amount of collections fees if there were any
- "Posted $618.51 on 11.09.22 - collections fees $12.50"
Look up the case number of each account with collections fees and type the clinic location for that case somewhere near the case number on the statement for Finance
Save the statement pdf and send to Michelle Sauve in Finance