Remittance (ERA) & Payment Posting

An 835 ERA is the electronic remittance advice a payer sends to explain what it paid and why. PatientCopilot brings 835 remittance advice into the ledger, posting payments, adjustments and patient responsibility, and setting aside anything that does not balance for review. It is part of the Autopilot plan.

What an ERA is

When a payer processes a claim, it sends a remittance that lists the amount paid, adjustments and the portion the patient owes. An electronic remittance advice carries that information in a standard format. It replaces the paper explanation of benefits for the practice's accounting.

Posting to the ledger

Reading a remittance by hand and keying it in is slow and error-prone. With ERA posting, the information goes straight to the patient ledger.

• 835 remittance advice per location
• Payments posted to the ledger
• Adjustments and patient responsibility recorded
• Statements that match the ledger balance

Adjustments and denials

Not every line is a payment. Contractual adjustments, denials and patient responsibility all affect what happens next. The posted entries show each, so your biller can see what needs follow-up. Denials can feed your claim follow-up workflow.

Reconciliation, never forced

Accuracy matters more than speed. When a remittance does not balance, the system sets it aside for review. It does not force the numbers to fit. Your team can then investigate the difference and resolve it.

How it works

1. A payer sends an 835 remittance for processed claims.
2. The remittance is read for the correct location.
3. Payments, adjustments and patient responsibility post to the ledger.
4. Anything that does not balance is set aside for review.
5. Staff resolve the exception and move on.
6. Patient statements reflect the posted balance.

Enrollment and setup

Payers generally require enrollment before they send electronic remittances to you. Requirements vary by payer, so check each one. Ask us what setup will be needed for your account.

Accurate posting depends on a steady routine. Review new remittances on a regular schedule, resolve exceptions as they come, and compare your posted totals to the deposits that reach your bank. Pay attention to adjustment codes and patient responsibility, since they determine what you bill the patient next. When a payer underpays or denies, note the reason and decide whether to correct, appeal or write off. Keep a record of each decision. Train your team to treat an unbalanced remittance as a signal to investigate, not an error to hide. Careful posting gives you honest numbers and a clearer picture of how each payer treats your claims.

Where it stands. The clearinghouse features are under development. This page describes what the product is designed to do, and not a promise that remittances are available from any particular payer. Ask us for the current status before you rely on it.

Practices that post remittances weekly often find it easier to catch errors than those that post monthly. Pick a rhythm that matches your volume, and keep a short log of exceptions so you can see which payers cause the most work.