Posting Payments

This page will explain both how to navigate the payments screen and how to take in new payments.


In the Billing Dashboard, beneath the Encounters icon is the Payments icon. This screen will allow you to take in Insurance, Patient, or Provider payments; view all payments entered into your system, both unapplied and applied; and apply payments to their related charges.

To add a new payment, click the Add Insurance, Add Patient, or Add Provider icons along the upper left-hand portion of the screen on the Payments window.

Manually Posting Insurance Payments

To add an insurance payment, click the Add Insurance button. This will open the Apply Insurance Payment screen, automatically opening to the Payment tab first.

On this tab you will enter the Date Paid, the amount of the check, the Type of payment (Check or Credit Card), the Check Number, and any comments about this check. Once you have entered all information, click Save in the upper left-hand corner of this window.

Clicking Save on the Insurance Payment window will “activate” this check, allowing you to begin posting this check. The Charges tab will allow you to search all patients of that specific insurance by typing the first name, last name, or code into the search boxes along the top of this tab. Once a patient has been brought up, you may place your cursor in the respective column (such as Deductible, CoInsurance, etc.) and enter the information as it appears on your EOB. Highlighting a line item will open a claim preview along the bottom of the screen showing the basic information about that claim.

The Provider Payments tab will show any Provider Adjustments to this check. You may add a new one with the “Modify” button on this screen.

The Claim Adjustments tab will show all Claim Adjustment codes for this check.

The Provider Adjustments tab allows the user to write of any remaining balances on line items that this check is posted to. Select the balances you would like to write off, then click Commit Adjustments to begin posting a Provider Payment.

The Patient Responsibility tab allows the user to mark lines as patient responsible. Any charge that this check is posted to will be available to mark as patient responsible. NOTE: When marking charges as patient responsible manually, be sure to uncheck the auto-set patient responsibility check box in the upper right-hand corner.

Once you have finished posting to this check, click Close. To post another Insurance Payment, click New.

Electronically Posting Insurance Payments

To automatically post insurance payments, from the Billing Dashboard > Claims icon, go to the Gateway EDI website. From the Remittances View on Gateway EDI, select the remits you would like to download, click Download Selected, then return to TRAKnet. From inside of TRAKnet, click Receive on the Claims screen and the selected remits will download and auto-post. Double click on any given remit to open and view. Electronically posting remits will automatically perform any adjustments and post to the patient's account. Adjustment codes, such as a CO-253, will be adjust automatically.

Posting Patient Payments

To add a patient payment, click the Add Patient button. This will allow you to search for the patient from your list of available patients by entering the first name, last name, account number, birth date, or phone number in the Search window.

After selecting your patient, the Apply Patient Payment screen will open. On this tab, you will enter the Date Paid, the Amount, the Type of payment (such as check, cash, or credit card) and any comments about this payment. If this payment is the patient’s Copay, check the Copay box. Click “Save” in the upper left-hand corner of this screen to save this payment.

After saving the patient’s payment, a Charges tab will open that will allow you to post this payment across all available outstanding charges for this patient.

To post the entire balance to this line item, click the “Balance” button at the end of the charge’s line. Note that selecting a code will open a claim preview of the encounter that code belongs to along the bottom of the screen. To then remove this payment, click the Show Applied box, then click the Remove button next to the line.

To post the payment across several dates of service, place your cursor in the “Amount” box and type in the amount you would like to put toward this charge, then click the “Add” button at the end of the line to save this line item.

Once you have finished posting this payment, click “Close” in the upper right-hand portion of the screen. To post another patient payment, click New.

NOTE: Please note that deleting a credit card payment will refund the patient the amount of the payment. This will happen automatically if the user is using TransFirst for integrated credit card processing. Please keep this in mind when deleting payments.

Posting Provider Payments

To add a provider payment, such as a write-off or refund, click the Add Provider button in the upper left-hand portion of the Payments window. This will open the Apply Provider Adjustments window. From this screen, you can enter the patient’s first name or last name to search for the line item you would like to make the adjustment toward. To post the adjustment, place your cursor in the Amount column on that line item, type in the amount you are adjusting, then click “Add.”

Once you have posted the provider payments, click “Commit Adjustments.” This will lock in your changes and open the Payment tab, where the Date Paid, Type of Payment, and comments can be added. The amount will be grayed out and will automatically pull over based on what was posted previously.

After you have entered all information, click Save to save this provider payment.

To close this window after you have completed posting your adjustments, click “Close.” To post another provider adjustment or write-off, click New.

Single Payments

Single Payments are a defunct type of payment from the previous version of TRAKnet, version 2.0. To post a single payment from version 2.0 into TRAKnet 3.0, you will need to first convert this to a split payment with the Split Payment button in the upper right-hand corner of TRAKnet.


Once converted, you will be able to post the split payment as usual. Note that when a payment is split, the original single payment will be deleted. If it shows in the list you may need to refresh the list for this to be removed.

Related Pages

Creating a Claim
Billing Dashboard

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