Handling insurance chargebacks (when an insurance company takes back funds previously paid or offsets a balance) requires specific entry steps to ensure your accounts receivable remains accurate. This guide walks you through using the Mass Payment Posting view to record a chargeback.
Step 1: Orientation
To begin posting an insurance payment or EOB (Explanation of Benefits), navigate to the main navigation bar on the left:
Click on the Insurance tab.
Select Payments from the sub-menu.
Step 2: Locating the Invoice
In the Mass Payment Posting view, click Add Insurance Payment.
Search for and select the specific patient invoices included in your EOB.
Step 3: Entering the Chargeback (The Negative Value)
When an insurance company issues a chargeback, they are "un-paying" an amount. Because the Barti system tracks Insurance Amount Paid, you must reflect this as a negative.
Locate the Insurance Amount Paid column for the specific line item.
-
Enter the chargeback as a negative number (e.g.,
-109.00).Why? Since this field represents money paid to you, a negative number correctly reflects money being taken back by the insurance.
Step 4: Balancing with Adjustments
To clear the balance correctly, you must adjust the total insurance responsibility.
Go to the Adjustment Amount column.
-
Add the chargeback amount to the remaining insurance responsibility.
The Math: $150 (Original Responsibility) + $109 (Chargeback Amount) = $259 Total Adjustment.
Enter 259 in the Adjustment field.
Step 5: Double-Checking Your Math
The Formula:
(Outstanding Insurance Responsibility) - (Adjustment Amount) = Insurance Amount Paid
Using our example:
If your math matches the negative chargeback on your EOB, you are ready to post.