WCB Payment Remittance

WCB Payment Remittance

The WCB rapid report payment entry window organizes the WCB payment remittance into one area, so that Healthquest users can easily track down discrepancies between what the user billed WCB and what WCB paid the user.

Healthquest generates an invoice each time a rapid report is submitted to WCB. Rather than having to manually enter a payment for each invoice when a payment from WCB is received, the WCB rapid report payment entry window allows automatic payment entry and batch reconciliation. This feature must be enabled by Technical Support.

 

Loading Payment Remittance Results

On the tabletop, select the client menu > WCB Rapid Report > WCB Payment Entry.

Click the ‘load payments remittance results’ button. Results will download and import into Healthquest.

Healthquest tries to match unpaid WCB invoices with the payment remittance information from WCB. These matches are based on the patient’s PHN (or name, if PHN is unavailable), service code, service date, and any fee modifiers.

Click ‘retrieve’ to display the loaded results.

The colour of the remittance will indicate the status.

  1. Red - the remittance could not be automatically linked, possible causes are client PHN/name mismatch, invoice missing in Healthquest, or already paid.
  2. Yellow - that a Healthquest invoice was found that matches a WCB payment, but the amounts billed and paid do not match.
  3. Green - that a Healthquest invoice was found that matches a WCB payment and the amount billed matches the amount paid. In this case the default action for the remittance item is 'Pay'.
  4. Blue - indicates the remittance has been linked and the invoice has been paid.

Reconciling Remittance Results

Open the WCB rapid report payment entry window. (Client > WCB rapid report > WCB payment entry).

Lookup all results for a disbursement by entering the disbursement number or enter a specific date range to pull up payments from that period.

To reconcile a payment, click on the Action dropdown box and select one of the five actions:  Do Nothing, Pay, Write-off, Pay & Write-off Extra or Bill Extra & Pay.


Each action will have the following effect:

'Do Nothing' will leave the invoice alone.

'Pay' will apply a payment matching what WCB paid.

'Write-off' will apply an adjustment matching what WCB paid.

'Pay and Write-off' will enter a payment for the amount that WCB paid and write-off the remaining amount on the invoice.

'Bill Extra and Pay' is for when WCB pays you more than you billed.  This usually happens if you bill for service using an older amount and WCB has raised the payment amount for that service.  The invoice will be adjusted to match the extra amount and the full payment amount will be applied.

 

Click below to scroll to show how to address the different colour codes.

Red codes


Once all entries have been reviewed and edited appropriately, click the ‘save and perform actions’ button.


A summary window will appear to review all the payments that are going to be entered into Healthquest.


Confirm payments are being applied as they should be and click ok, all items will now have the reviewed check box marked in the WCB rapid report payment entry window.

To review only those not reviewed, mark the ‘hide reviewed’ check box.



Red codes – requires linking to an invoice

If the payment remittance has not been linked to an invoice, these will be colour coded red, there will be an asterisk with the text ‘Invoice Item Not Found’, click the blue hyperlink ‘link’.


The WCB payment - Healthquest invoice linking window will appear, displaying the details of the payment in the top pane.

 If the patient exists, their name will be displayed as well as any outstanding WCB invoices. Selecting an outstanding invoice will display the details below.


To link the payment to the selected invoice, from the list of outstanding WCB invoices, click ok.

  1. If there is no invoice,
    1. Click ‘create and link invoice from remit info’ button.
    2. If the practitioner cannot be found, a second window will appear, select the practitioner the invoice will be created under.
    3. Click OK and the window will close. The payment will be linked to an invoice and the action area will change to a blue colour and display the text ‘Do Nothing’.
  2. If Healthquest can't find a match for the patient, look up a patient in the lookup box, or create a client card for the patient from the client entry / editing window.
    1. Return to the rapid report payment entry window, browse to the payment, and click the link button again.
    2. Click ‘create and link invoice from remit info’ button, select a practitioner if necessary and click OK.
  3. If an invoice and payment were incorrectly linked, unlink by double-clicking the invoice number, and clicking the ‘unlink the WCB payment’ button.

Repeat these actions for all unlinked payments.

 

Yellow codes – requires action for unmatched payments

If an entry has a yellow code, it is required to select one of the action buttons from the dropdown menu.

These would likely be addressed from the following options.

'Write-off' will apply an adjustment matching what WCB paid.

'Pay and Write-off' will enter a payment for the amount that WCB paid and write off the remaining amount on the invoice.

'Bill Extra and Pay' is for when WCB pays you more than you billed.  This usually happens if you bill for service using an older amount and WCB has raised the payment amount for that service.  The invoice will be adjusted to match the extra amount and the full payment amount will be applied.

 Repeat for all unmatched payments.

  

Blue codes – payments linked and paid

Linked invoices that have been paid are marked blue and the ‘Reviewed’ checkbox is checked.




Green codes – linked payments

Linked invoices that have matching payments are marked green, with a default action set to ‘pay’.


Overpayment Recovery

Often WCB will decide that a previous payment should not have been paid out. Rather than sending WCB a cheque, they take the amount off a current requested payment. This is known as ‘Overpayment Recovery’.

Click on the ‘overpayment recovery’ tab, the number will appear in brackets, to see all overpayment recovery items for this disbursement number, or disbursement date range.


All information about the recovery(s) is displayed, and it’s up to the user to decide how to reconcile the accounts. Because of the complicated nature of overpayment recoveries, Healthquest cannot automatically reconcile the accounts.

Any other notices about pending payments will show on the 'Other Notices' tab.


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