Payment posting errors don't announce themselves — they accumulate quietly in your AR, inflating aging reports, hiding underpayments, and triggering unnecessary denial follow-up on claims that were already paid. Healthcare Logic processes every EOB and ERA with same-day accuracy, daily bank reconciliation, and automatic variance flagging so your AR reflects reality at all times.
Payment posting looks simple from the outside — money comes in, it gets recorded. But the gap between what payers send and what actually gets posted correctly is where significant revenue gets lost, delayed, or permanently written off. The errors are invisible until they compound into a financial problem that takes months to untangle.
When an ERA is received but not processed the same day — a common problem in under-resourced billing departments — the associated claims remain open in AR as if they were never paid. Staff then generate follow-up calls, letters, or appeals on claims that were already adjudicated and paid. This wasted labor costs an average of $8–12 per claim and delays the detection of actual denials sitting in the same backlog.
Payers routinely underpay claims — sometimes by design through incorrect fee schedule application, sometimes through system errors, and sometimes through deliberate reduction of bundled or modifier-bearing claims. Without automated validation of each payment against the contracted fee schedule at the time of posting, these underpayments are simply accepted as correct, posted as full payment, and the variance is permanently lost. MGMA estimates systematic underpayment at 1–3% of total revenue for most practices.
Payer denials arrive embedded within remittance files — as CARC and RARC codes on ERAs, or as remark codes on paper EOBs. In practices where payment posting is done manually or by staff unfamiliar with denial code interpretation, these codes are often posted as zero-paid without being flagged for appeal. The denial goes undetected. The clock on the appeal deadline runs. And 30 days later the revenue is beyond appeal window entirely.
Every payer payment comes with contractual adjustments — the difference between billed charges and the contracted allowed amount. When these adjustments are posted to the wrong account, posted at the wrong amount, or simply not posted, your gross charges, net revenue, and AR aging reports all show incorrect figures. Leadership makes financial decisions — staffing, investment, growth plans — based on revenue data that doesn't reflect the actual financial position of the practice.
* Estimates based on MGMA, HFMA, and CAQH benchmarks. Healthcare Logic provides a free AR reconciliation audit to identify posting gaps and underpayment patterns in your current remittance workflow.
Healthcare Logic manages the full remittance workflow — from ERA receipt and EOB digitization through payment posting, fee schedule validation, denial capture, and daily bank reconciliation — so your AR is accurate, current, and audit-ready at all times.
We receive and process all incoming electronic 835 ERA transactions the same business day — typically within 4 hours of clearinghouse delivery. Every claim line is matched to the open claim in your practice management system, payments are posted, contractual adjustments are applied, and any denial reason codes are identified and routed for action before end of business.
Paper Explanation of Benefits documents — from payers that don't yet send electronic remittance — are received, digitized, indexed by payer and date, and manually posted within 24 hours. We read every CARC, RARC, and remark code on each EOB, categorize the payment type (paid, denied, partial, forwarded to secondary), and route actionable items accordingly. Paper EOBs are stored digitally and accessible for audit purposes.
Every payer payment is validated against your current contracted fee schedule at the time of posting. When the paid amount falls below the contracted rate — for any CPT code, modifier combination, or payer plan — the variance is flagged, documented, and routed to our AR team for recovery. We track underpayment patterns by payer and CPT code over time, surfacing systematic reimbursement issues that warrant contract-level correction.
Denial reason codes embedded in every ERA and EOB are read and categorized at the time of posting — not left as zero-paid records for a later review cycle. Each denial is classified by type (clinical, administrative, eligibility, coding, timely filing), given an action disposition, and routed directly to our denial management team on the same day the remittance is processed. This eliminates the gap between denial receipt and denial action that allows appeal deadlines to expire.
Every day, we reconcile total posted payments against actual bank deposits — confirming that the money recorded in your practice management system matches the money in your bank account. When discrepancies exist — missing EFT deposits, misdirected payments, duplicate postings, or bank processing delays — we identify and resolve them before they carry forward into the next day's AR balance. Monthly close reconciliations are delivered as a formal report.
After primary payer payment is posted, we identify accounts requiring secondary payer billing — applying the primary EOB as a crossover document, generating the secondary claim, and routing the remaining balance correctly. Patient responsibility balances are calculated based on actual payer payment, contractual adjustments, and secondary payment — ensuring patient statements reflect accurate balances from the first statement sent.
A five-stage daily remittance workflow — designed to process every payment, catch every error, and hand off every actionable item to the right team before close of business.
Healthcare Logic's remittance team doesn't just post payments — it validates, reconciles, and routes every remittance transaction so that your AR balance, your bank balance, and your denial queue are all synchronized and accurate before your billing team starts work the next morning.
All electronic 835 ERA transactions are processed within 4 hours of clearinghouse delivery on business days. No backlog. No batch-processing delays. Payments posted the day they arrive mean your AR aging report is accurate as of today — not as of three days ago.
Every payment is validated against your current contracted rates at line-item level. Underpayments are flagged automatically, documented with the contract rate versus paid rate, and routed to our AR team for recovery — so underpayments never silently close as accepted.
For payers that still send paper EOBs, we manage the ERA enrollment process — submitting enrollment requests to payers and clearinghouses, tracking activation timelines, and transitioning accounts from paper to electronic as enrollment completes. Reducing paper EOB volume directly reduces posting labor and error rates.
Payment posting volume, same-day posting rate, underpayment recovery rate, denial capture rate, and bank reconciliation variance history are all tracked monthly in Logic Analytics — giving leadership a clear picture of remittance performance and the financial impact of variance recovery over time.
Remittance complexity scales with your payer mix, claim volume, and contract diversity. Healthcare Logic's workflows are configured to match your specific environment — not a one-size-fits-all posting template.
Get a free AR reconciliation audit from Healthcare Logic. We'll analyze your current posting workflow, identify undetected underpayments, and quantify the gap between what payers have paid and what's been accurately recorded in your AR.
Get Your Free AR Reconciliation Audit