Payment posting services: ERA and EOB posting, reconciled to deposits
Electronic remittance advice (ERA) and explanation of benefits (EOB) records must match claim balances and deposits.
Actigy BPO, a nearshore business process outsourcing (BPO) company headquartered in Prague, Czech Republic, provides payment posting services. Operators post approved remittances, reconcile records and route denials or payment gaps. The process audit selects a posting batch for a paid pilot. Clients retain adjustment policy, refund approval, write-offs and all authority to release funds.
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Bring batch volumes and exception types without patient or bank records.
Payment posting services at a glance
Actigy BPO records payments in client systems and checks totals without moving money.
- Actigy BPO delivers from teams in Bulgaria, Romania, Poland and Ukraine.
- Every Actigy BPO engagement starts with a process audit and a paid pilot.
- Posting records a transaction; the client keeps control of bank accounts and funds.
- Unmatched deposits and credit balances remain open for review.
| Service | ERA exceptions, manual EOBs, patient payments and deposit checks |
|---|---|
| Who it is for | Providers, practices and medical billing companies |
| Delivery locations | Bulgaria, Romania, Poland and Ukraine; EU hubs: Bulgaria, Romania and Poland |
| Coverage | Full UK day and US morning; payer calls during US business hours |
| Pricing model | Usually per full-time equivalent (FTE) by role; quote after audit |
| Typical start | Pilot usually 2 to 4 weeks after audit, subject to access, training and approvals |
ERA and EOB posting services
Actigy BPO checks what the payer allowed, paid or adjusted before closing a balance. An ERA supplies structured claim payment data; an EOB presents the payer's explanation in a document. Neither is the bank deposit itself. CMS explains remittance data and adjustment reasons.
| Record | Format and source | Contents | Posting work |
|---|---|---|---|
| ERA | Payer data in X12 835 format, often through a clearinghouse | Claim and line payments, adjustments and reason codes | Review import results and unmatched items |
| EOB | Paper or portal document from the payer | Claim reference, charges, allowed amount, payment and patient share | Enter approved values and review against the source |
| Deposit or lockbox record | Client-approved bank or receipt report | Received amount, date and trace reference | Match money received to posted batches |
A Claim Adjustment Reason Code (CARC) explains an adjustment. A Remittance Advice Remark Code (RARC) adds detail. Read the code with the claim, contract and payer response; one code alone does not authorize a write-off or patient charge.
Manual and electronic posting
| Method | How entries reach the system | Review required |
|---|---|---|
| Manual | Operator enters values from approved documents | Maker-checker quality assurance (QA) on entries and samples |
| Electronic | Client system imports structured remittance data | Check duplicate files, failed matches and auto-posting exceptions |
Actigy BPO uses approved billing tools and clearinghouse exports. Automation needs written approval and human review of every exception.
How Actigy BPO posts and reconciles payments
Actigy BPO follows client-owned standard operating procedures (SOPs) for each batch. Operators match remittances, apply permitted rules and record differences. Daily deposit checks use client-approved records.
- Receive approved ERA files, EOBs, patient receipts and bank or lockbox records.
- Match payer, patient, claim, service line and payment trace; check for duplicates.
- Post payments and approved contractual adjustments; send write-off and refund requests to the client.
- Route secondary billing and patient-responsibility transfers under client policy.
- Flag denials, underpayments, credit balances and unmatched cash for the named owner.
- Reconcile posted totals with daily deposits; record differences and approved corrections in the variance log.
Actigy BPO compares payments with client-supplied fee schedules. Timing gaps, fees and offsets need evidence. Operators use only permitted corrections and client-approved actions, without transferring money.
How Actigy BPO handles denials found during posting
Actigy BPO routes each denied or short-paid line using the payer reason and the client's rules. Possible next actions include secondary billing, reprocessing or a client-reviewed appeal. Patient balances and write-offs need approved policy. A posting operator does not decide clinical necessity or invent missing claim evidence.
- Another payer is responsible: confirm payer order before secondary billing.
- Patient share: apply only the balance allowed by client policy and the payer record.
- Contract adjustment: compare the supplied fee schedule and flag a mismatch.
- Denied service: send evidence and deadline to the denial owner.
- Credit or overpayment: prepare a request for client review; do not release a refund.
Use denial management for appeals and insurance verification for coverage questions. Link each task to its remittance and claim. Review repeated causes monthly.
Cash posting outsourcing for healthcare
Actigy BPO keeps posted cash, adjustments and open balances distinct in accounts receivable (AR) reports. Unapplied cash, credit balances and unresolved deposit differences remain visible. Closing an entry without matching evidence hides work from follow-up teams. Reliable AR reporting supports the next action; it does not move funds.
| Measure | Definition to agree |
|---|---|
| Posting lag | Time from complete source records to posted entries |
| Posting accuracy | Correct entries divided by entries in the agreed review sample |
| Unapplied cash | Received money not yet matched to the correct account or claim |
| Reconciliation variance | Unresolved difference between posted payment totals and deposit records |
| Denial flag rate | Eligible denied lines correctly routed for action, using agreed review rules |
Actigy BPO supplies aging, unapplied cash, credit balances, denied lines and underpayment worklists. Open items need owners and dates within medical billing operations.
Outsource medical payment posting
Actigy BPO fits when unmatched cash, delayed posts or repeated denials exceed current staffing. Billing companies can retain their process and brand. Actigy BPO is not the right fit when contracts prohibit offshore access or buyers need fund control or software alone.
Compare remittance samples, duplicate-file handling, deposit checks and correction logs. Confirm client approval limits and retained finance review.
| Decision | Actigy BPO | Internal staff | Freelancers |
|---|---|---|---|
| Daily work | Manages agreed batches | Client directs staff | Client assigns work |
| SOP ownership | Client owns SOPs | Client records | Confirm ownership |
| QA | Maker-checker review and sampling | Client review | Contracted review |
| Coverage | Written shifts | Client staffing | Individual availability |
| Start | Audit then paid pilot | Hiring and training | Selection and training |
| Pricing | Usually per FTE by role | Pay and overhead | Contracted fee |
| Exit | Client-owned SOPs | Internal transfer | Confirm handover |
Actigy BPO quotes after reviewing volumes, manual work, exceptions and coverage. Compare supervision, software and retained review. Per-entry fees need clear rework rules. See billing-company fit.
Limit access and preserve approval authority
Actigy BPO works on protected health information (PHI) only in the systems the client approves. Posting access does not grant banking authority. The client owns adjustment policy, approves refunds and write-offs, and retains clinical and final coding decisions.
The Health Insurance Portability and Accountability Act (HIPAA) governs US healthcare privacy and security. Data handling for US healthcare clients, including HIPAA requirements, is agreed in the written scope and data processing terms.
Actigy BPO agrees roles, logs and work locations before access. Ukraine is outside the EU. The written scope names work locations, subprocessors and any transfer terms. The client confirms payer restrictions and offshore disclosure requirements before live work.
Actigy BPO agrees locations and data-processing terms for General Data Protection Regulation (GDPR)-compliant delivery.
Test a controlled posting batch
A pilot with Actigy BPO usually starts 2 to 4 weeks after the process audit. Access, training and approvals affect readiness.
- Audit source records, batch volume and unmatched items.
- Agree procedures, roles, measures and acceptance thresholds.
- Select and train operators on approved posting samples.
- Run a paid pilot with Actigy BPO; review entries and deposits.
- Expand after agreed thresholds; review repeat errors monthly.
Evidence from combined revenue-cycle work
The digital health revenue-cycle case reports clean claims rising from 84.1% to 97.8% (Actigy BPO-reported). It combined eligibility, coding, billing, denials and AR. Those results do not establish posting-only accuracy or a deposit reconciliation outcome.
Results come from anonymized client engagements, are reported by Actigy BPO and are not independently audited. Results depend on scope.
Payment posting FAQ
Actigy BPO records the payer's payment decision and routes exceptions without taking financial approval authority.
What are payment posting services?
Payment posting services record payer and patient payments against claims or account balances.
Actigy BPO provides scoped remittance review, manual entry, exception handling and deposit reconciliation in client-approved systems. A process audit and paid pilot define the batch and review rules. The client keeps financial approvals and control of funds. Recording a payment does not authorize a refund, write-off or change to clinical records.
What is the difference between ERA and EOB posting?
An ERA carries structured payment and adjustment data that a billing system can import. An EOB explains the payer's claim decision in a document, which may require manual entry. Both need matching to the correct claim.
Actigy BPO checks imported exceptions and reviews manual entries against the source. Neither document proves that the matching bank deposit has arrived. Deposit records need their own check before the batch is reconciled.
How do you reconcile payment postings to bank deposits?
Actigy BPO matches posted batches to client-approved deposit or lockbox records using amount, date and trace references. Differences enter a variance log with an owner and next action. Timing gaps and offsets need supporting records.
Operators do not force a match by creating an unsupported adjustment. Corrections follow client rules and required approvals. Access to a bank report does not include authority to move money or release a refund.
Who approves refunds, adjustments and write-offs?
Actigy BPO follows client-approved adjustment rules and sends refund or write-off requests to the authorized client owner. Operators can prepare the evidence and record the approved action. They do not decide whether to release funds.
The scope must distinguish routine contractual adjustments from items needing individual approval. Keep the approver, reason and source records in the audit trail. A credit balance is a review item, not permission to refund it.
How does payment posting connect to denial management?
Actigy BPO identifies denied or short-paid lines while reviewing remittances and routes them to the agreed owner. The task includes the payer reason, claim reference, amount and relevant deadline. It stays linked to the source record.
Denial work then determines the permitted correction, appeal or client decision. A posting entry alone does not resolve the dispute. Track the final payer outcome and cash separately from the number of flags raised.
How quickly are payments posted?
Actigy BPO agrees posting windows after reviewing volumes, source availability, manual work and exception rates. The timing rule must state when a complete batch is received and which items need client decisions. No fixed turnaround is implied here.
Track ordinary posting lag separately from unresolved remittances or deposits. A fast entry with the wrong claim match creates rework. The pilot tests both timing and accuracy before more batches enter scope.
How are payment posting services priced?
Actigy BPO usually prices posting support per FTE by role after a process audit. Manual entry, import exceptions, coverage and review needs affect the quote. The written scope identifies included payment sources and reconciliation tasks.
When comparing per-entry fees, define duplicates, corrections and unmatched items. Include software, supervision and retained client finance review. A headline fee without those boundaries does not describe the full cost of the posting process.
What is the difference between manual and electronic payment posting?
Manual posting means a person enters payment details from an approved source. Electronic posting imports structured data into the billing system. Either method can leave duplicates, unmatched claims or incorrect adjustments that require review.
Actigy BPO applies the agreed checks to each method and records exceptions for a person to review. An imported file is not automatically correct. The client still owns the rules for adjustments and patient balances.
Review a payment posting batch
Share source types, volume and current unmatched-item counts.
Actigy BPO agrees posting controls before a paid pilot.
Page updates: October 4, 2026. Published posting and reconciliation controls.
Scope a pilot
What happens next
The team reviews the workflow before proposing a written scope. You decide whether to start a paid pilot after reviewing it.