Posting a Manual Payment Batch in AgileEMR

• Navigate to the Financial tab
• Click on Payments in the left sidebar
• Click the Create A New Batch button

• Enter the Batch Name and Bank Deposit Date, and click Save

• Click the Add a Voucher button

• Select Voucher Type (Insurance Voucher or Patient Voucher)
• Select Insurance Carrier if posting an Insurance Voucher (The Insurance Carrier field disappears if Patient Voucher is selected)
• Enter Check/EFT Number
• Enter Voucher Amount
• Click the Create button

• Add an Encounter number in the text box field and select it from the dropdown list that appears

• In the Payment Posting Area, enter an Allowed Amount, Payment, Adjust, Adj Reason, and Transfer Balance To: information
• If there is a balance remaining, enter Balance Transfer Information (Co-Pay, Co-Ins, Deductible, Other - Amount/Reason, and/or Withheld amounts)

• Double check that the amounts in the Financial Overview box look correct, and that the balance (if any) is being transferred to the correct place (secondary insurance, patient, etc)
  • Charge/Payment/Adjust amounts in green text have not yet been closed/finalized
  • Charge/Payment/Adjust amounts in black text have been closed/finalized

• Click the Add Encounter button to add another encounter to the Payment Voucher, if necessary

• Repeat steps above until all Encounters are added to the Payment Voucher
• Click the Back to Batch button to return to the batch overview

• If another Payment Voucher needs to be added, select the Add a Voucher button and repeat the steps above

• Once all vouchers have been added, click the Review and Close Batch button on the Batch Overview page

• If the batch is balanced to zero and is ready to be closed, you will see a green banner with the text "The batch is balanced to 0 and ready to be closed."

• If the batch is not balanced to zero, it will not allow you to move on unless you enter a Note in the Note field
  • Either enter a Note, and click the Review and Close Batch button, or go back and balance the batch to 0 if it is possible

• Once at the Batch Review screen, make sure everything looks correct
• Once confirmed everything is correct, click the Close Batch button

• A pop-up window will appear, asking you to confirm that you want to close the batch
  • Click the Cancel button to go back to the batch without closing
  • Click the Close Batch button to permanently close the batch