Insurance
How do I post a payment when a check comes in?
Organization ApprovedSource Verified
Summary
Every check must be recorded, posted, and deposited the same day it is received. Post to the Patient Ledger (Gold) Card, then Medisoft, then the Appointment Book, and confirm the totals match.
- 1Record, post, and deposit every check the same day received — even on a zero-balance, credit-balance, or potentially stopped check. Staff do not decide which checks to process.
- 2If payment arrives on a zero-balance account due to a write-off, an interest payment, or any unclear situation, contact a director for instructions.
- 3The doctor endorses the back of the check with the bank deposit stamp immediately on receipt and forwards it to staff.
- 4If the check also bears the patient's name, print the patient's name and “by [Clinic Name] Power of Attorney on file” — the patient signed the POA authorizing the clinic to endorse.
- 5If the check is less than the account balance with no approved settlement reduction form or Medisoft comment, it is a short pay: write on the original check, “Accepted as partial payment on lien. Balance due $XXXX.XX.”
- 6Gold Card: write today's date and CA initials, note the carrier/attorney name with a check mark and check number under Description of Services, enter the payment amount, and subtract it for the new balance.
- 7Medisoft Transaction Entry: enter the account number, choose the correct Pay/Adj Code and Who Paid, enter the description matching the Gold Card, the check number, and the amount; apply to the exact dates of service per the EOB/EOR (or until funds are exhausted), Save, and Update All.
- 8Confirm the Medisoft balance matches the Gold Card balance, then pull a Patient Day Sheet once all checks are entered.
- 9Appointment Book: enter each check in the A.M. payments/adjustments section and total it — the total must match the Medisoft Patient Day Sheet Total Deposits.
- 10Stamp the check copy with the Deposit Checklist Stamp and initial each item in order (copy check, Gold Card, Medisoft, Appt Book, deposit slip).
- 11Staple the check copy on top of the original check, stub, and any EOR/EOB, and file on the left side of the chart.
- 12File the chart by outcome: zero balance with the zero balance charts; remaining balance with an approved settlement reduction with the write-off charts; otherwise back to active charts for continued collection.
Important
No one at any clinic has authority to sign or endorse a check on the clinic's behalf. If an attorney needs the clinic to endorse a settlement check, they must request a limited power of attorney with a copy of the check, forwarded to Quality Assurance.
Citation
CA Manual, Receiving Payments, p. Insurance/Billing · Revised 2/9/26Answers source the CA Manual first; the Medisoft guide is used only where the CA Manual does not cover the task.