Who this is for: All Barti users who receive insurance payments via virtual credit card.
Before you start, you'll need:
The virtual credit card number and payment amount from the insurance EOB
The patient invoice the payment applies to
Steps
Navigate to Insurance → Payments in the left sidebar.
Locate the payment group for the relevant EOB, or click Add Insurance Payment to create one manually.
Find the patient invoice and post the payment amount in the Insurance Amount Paid field. For tracking purposes, record the last four digits of the virtual card in the Invoice Notes section — for example: "Claim paid by CC ending in 1234."
Navigate to the patient's invoice and open Invoice Notes.
Add a note recording the virtual card number for reference — for example: "Claim paid by CC #XXXXXXXXXX."
What you'll see when it works
The payment is posted to the invoice and the balance updates accordingly. The last four digits of the virtual card are saved in Invoice Notes for reconciliation purposes. The transaction will not appear in your Stripe bank statement — virtual card payments are processed separately outside of Stripe.
Troubleshooting
Should I enter the virtual card number as the payment method on the invoice?
No. Switching the payment type to credit card on the invoice does not provide a field to enter the card number, and posting it under the patient would incorrectly record it as a patient payment rather than an insurance payment. Use Invoice Notes to record the card number instead.
The virtual card payment isn't showing in my bank statement.
This is expected. Virtual card payments from insurance are processed outside of Stripe and will not appear as a Stripe transaction. Your practice will need to process the virtual card through your card terminal or payment processor to move the funds.
Additionally, if EOBs are scanned into the billing account, the RCM team can assist in processing these payments to ensure accurate reconciliation.
For workflows involving Explanation of Benefits (EOBs), users should scan the EOBs into the billing account. After the EOBs are scanned, the Revenue Cycle Management (RCM) team will handle the processing of the insurance credit card payments. This ensures that payments are accurately posted and reconciled.