Filing Electronic 2ndary Claims

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Filing Electronic Secondary Claims

Don’t have a clue? Read this and start filing electronic secondary claims today. We understand that these things are not easy, so we provided this document to show you step-by-step how this is done in Futura.

Medicare requires primary payments to appear by line item in an electronic file transmission. The following instructions will step you through the process of applying these individual line payments and any additional coordination of benefits adjustments by using the batch payment feature.

Please follow directions below on how to post a batch payment to PRIMARY (in order to submit to secondary)

First, go to the Futura main menu and select Receivables > Batch Payments

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Next, click Start New

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Click the down arrow on the Payment From text box and select Insurance Companies or Patient * please see text below

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* On the Batch Payment Setup screen in the “Payment From” field you have the option to select transactions based off of the insurance company that is attached or by the name of the patient on the transaction. Select by insurance company if making payments for multiple transactions that are included on the same check. Select by patient if making individual payments on transactions with unrelated insurances.
After selecting “Insurance Company”, type/select name of Ins. OR if you choose “Patients” type in name of patient
** NOTE: If you have more than one insurance company with the same name, be sure to select the correct one.

Add the amount of the check

  • Check #
  • Payments Date
  • Batch # is auto assigned by Futura
  • Assign the payment types that will be used when payments are applied. The system defaults area follows:
    • Primary Payment = “Primary Payment”
    • Secondary Payment = “Secondary Payment”
    • Tertiary Payment = “Tertiary Payment”

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Click the Process button

Select the desired transaction for which you wish to post to, and then click the Make Payment button

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If earlier on in this process you chose to select your transactions by patient instead of insurance, you will get the following popup to verify which insurance on the transaction you are posting the payment to. Click on the primary button.

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If primary payment has already been manually posted to the transaction via the payment tab in the transaction record, and you are only going through this process to post the individual line payments, then you may receive this pop up message. Click on yes to proceed.

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In the “Total Paid” field enter the full amount that the insurance company paid on this transaction.

Payment Screen

Step 1

Click on the paid field of the first line item to select it and key in the amount paid for that line item ONLY.

Step 2

Verify that the allowable displayed on the first line item matches the allowable on your primary EOB for that item. If it does not, click on the allowable field to select it and key in the correct amount. You will notice the Non-Allowed field will automatically update based off any changes made to the allowed amount.

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If the total paid amount was entered incorrectly at the top of the batch payment screen this popup may appear. Click Yes to proceed.

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If primary payment has already been manually posted to the transaction via the payment tab in the transaction record, and you are only going through this process to post the individual line payments, then you may receive this pop up message. If this is the case then select the option to “Do Nothing” .

If no payment has been posted to this transaction prior to the batch payment process the you can choose the option to “Transfer Balance to Secondary“.

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If you selected “Transfer Balance to Secondary” this window will appear.

Choose the proper debit and credit adjustments that are setup in your system to move any remaining balance from the primary insurance to the secondary.

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After clicking OK to process the balance transfer you will be taken back to the transactions list. You may now close all open windows.

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Now reopen the transaction and click on the payments tab. If you had already posted a primary payment to this transaction prior to going through the batch payment process, you will notice that the batch payment has generated a duplicate payment entry. Delete this dupe entry and click on apply. Review your balances to make sure everything looks correct.

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** NOTE: Only delete the payment if it is a duplicate payment

You can now file the claim and queue it for batch with Medicare secondary. Be sure to run your edit register for claims before transmitting to Medicare as to ensure that there are no errors on the claim.

Print Secondary Batch Payment Instructions

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