Create a Batch

With the Create a Batch function, you can create a batch to be used during transaction entry. Prior to using this function you must complete the Batch Control Integration function.

Data Field Information

Prompt	Response	Req	Len
Batch Number	Type a unique number to identify this batch or click the magnifying glass to select an existing batch number.		17
Default Last Batch	If you want the last batch number (used by the current user, in the current database, for the current date) to default, select this check box. If you select this check box while in any function in the system that contains a Batch Number field and then you access a different function that contains a Batch Number field, the Batch Number field will automatically default the last batch number used.		1

If you enter a batch number that already exists, the Edit Batch screen will display the current batch information (provided your security level is high enough) and allow you to edit it. You will not be allowed to edit a batch if it has been locked. For additional information, see unlocking batches if editing is required.

You can scan and save an EOB image for a batch using the Link Image or Acquire Image functions in the Action Column. For instructions on scanning, see Image Scanning in the Introduction, System Processes section of Help.

Data Field Information

Prompt	Response	Len
Batch Number	This field is informational only and reflects the unique number identifying this batch.	17
Accounting Date	Type the accounting date for this batch or click the calendar icon to select a date. When you post transactions in a batch, the Accounting Date defaults to the date entered in this field and cannot be changed in the transaction. If you enter an Accounting Date prior to the current date when creating a new batch, a warning message will display if you have selected the Provide Warning for Past Acct Dates check box in the Batch Control Integration function.	10
Charge Total $	Type the total dollar amount for this batch (or 0.00 if you don't know the total ahead of time) if you want the system to track a running total for the batch as procedures are posted. The Batch Report will then indicate whether or not the batch is balanced. Leave this field blank if you do not want to use a batch while posting procedures.	15
Payment Total $	Type the total dollar amount for this batch (or 0.00 if you don't know the total ahead of time) if you want the system to track a running total for the batch as payments are posted. The Batch Report will then indicate whether or not the batch is balanced. Leave this field blank if you do not want to use a batch while posting payments.	15
Adjustment Total $	Type the total dollar amount for this batch (or 0.00 if you don't know the total ahead of time) if you want the system to track a running total for the batch as adjustments are posted. The Batch Report will then indicate whether or not the batch is balanced. Leave this field blank if you do not want to use a batch while posting adjustments.	15
Batch Locked	If you want to lock this batch to prevent it from being modified, select this check box.	1
Created By	This field is informational only and reflects the User Code of the user who created the batch.	10
Assigned to	Select the code you want from the User list if you want to assign this batch to a specific User.	10

Tips for Creating Batches
Creating batches can be confusing so we have provided some samples to help demonstrate the different options available with batch posting.

Posting Procedures and Payments in the same batch
If you are entering procedures using a batch number and plan on accessing payment entry from the procedure entry menu, (ex: posting co-payments), you need to decide if you want the payments to be linked with the same batch number as the procedures or not. If the answer is:

No - Leave the Payment Total field blank in the Batch Control screen.

Yes - An amount will need to be entered in the Payment Total field in the Batch Control screen. If you don't have a figure for the total payments in the batch, just enter a zero in the Payment Total field. The payments will still be linked to the same batch number as the procedures, a figure for the total payments posted will be provided and the Batch report will still indicate whether the total is balanced or not.

Posting Payments and Adjustments in the same batch
If you are entering payments from an Insurance company's Explanation of Benefits using a batch number and plan on entering adjustments at the same time, you need to decide if you want the adjustments to be linked with the same batch number as the payments or not. If the answer is:

No - Leave the Adjustment Total field blank in the Batch Control screen.

Yes - An amount will need to be entered in the Adjustment Total field in the Batch Control screen. If you don't have a figure for the total adjustments in the batch just enter a zero in the Adjustment Total field. The adjustments will still be linked to the same batch number as the payments, a figure for the total adjustments posted will be provided and the Batch report will still indicate whether the total is balanced or not.