Lockbox Payments

The Lockbox Payments module is an optional axiUm+ module that works in conjunction with EDI Claims. It allows your patients to make payments to a third-party Lockbox company (e.g., Wells Fargo, Moneris, Converge, etc.). The Lockbox company can then send batch payment files. After you receive the batch payment files, you can load (record) and process them in axiUm, automatically creating the patient payments.

Note: The functionality is very similar to processing EDI remittance files.

Each Lockbox file you receive from a Lockbox company must be loaded into axiUm so that users can view, report, and process the files received.

To load Lockbox files:

  1. Open the EDI module and click the Lockbox Payments tab.

  2. Click Load… to display the Load Lockbox Payment File window.
  3. Complete the fields as necessary and click OK to load the file.

    4. Field Description
    Lockbox Payer

    Select the appropriate payer from the drop-down list.
    File

    Click the ellipsis to browse to the location of the payment file.

    Note: Once you select a file, the list displays one row per patient payment in the file.
    Auto-Process (on OK if file is loaded successfully)

    Select the checkbox to auto-process the file when the file is loaded. If deselected, you must process the file manually.

    Note: If the checkbox is selected, the file is auto-processed on OK only if the file loads successfully without any errors.
    Batch Date, Bank, Trace#, Total Read-only fields that display information based on the selected file.

    If the Auto-Process (on OK if file is loaded successfully) checkbox was selected, the file is now loaded and processed, which adds the patient payments to axiUm.

    Note: The patient payments are now created in axiUm but have not been allocated. Payments can be allocated manually or as part of the overnight process to auto-allocate payments.

    If the Auto-Process (on OK if file is loaded successfully) checkbox was deselected, you must Process Lockbox Files Manually to add the patient payments to axiUm.

Each Lockbox file you receive from a Lockbox company must be processed in axiUm to add patient payments into axiUm. During the process, axiUm adds each patient payment line in the Lockbox file that matches with the patient’s Chart#.

Note: Files only need to be processed manually if the Auto-Process (on OK if file is loaded successfully) checkbox was not selected when the file was loaded.

To process Lockbox files manually:

  1. Open the EDI module and click the Lockbox Payments tab.

  2. In the upper pane, enter the appropriate search criteria and click Search.
    3. Field Description
    Date from / Date to

    Use these fields to filter results by a date (range).
    Based on

    Select the Date Loaded or Date Processed radio button to specify the dates you want to filter your results by.
    Trace Number

    (Optional) If included in the response files, you can search for a file based on the Trace Number.
    Lockbox Payer (Optional) Select a specific Lockbox Payer from the list or select All to show results for all payers.
    Bank (Optional) Select a specific Bank from the list or select All to show results for all banks.
    Include Processed Records Select the checkbox to include in the list files that have been processed.

  3. Next to one of the records in the list that has not been processed, select the checkbox and click Process…

    4. The Lockbox Payment Processing Warning window displays.

  4. Click Yes to process the payment file.

    5. A processing window displays while the selected file is processed, adding patient payments that match axiUm patient charts.

    One of several error massages may display during processing:

    Error Cause
    Can only process one Lockbox payment. Please check one row in the list.

    The user selected checkboxes next to multiple lines in the list.
    One or more of the payments have already been processed.

    One or more of the selected lines have already been processed and have a processed date.
    There are no rows to process. Please check one row in the list.

    The Process button was clicked and no rows in the list were selected.

    A processing window closes.

    If an error does not appear, the file has been processed successfully.

    Note: The patient payments are now created in axiUm but have not been allocated. Payments can be allocated manually or as part of the overnight process to auto-allocate payments.

There are two reports in the Billing tab of the Info Manager module that pull information from the Lockbox module.

Like other Info Manager reports, you can customize, create, filter, save, and print them.

  • Lockbox Payment Report: Contains information on loaded and processed Lockbox payments, including the Lockbox payer, date loaded, and date processed.
  • Lockbox Payment Details Report: Contains similar information to the Lockbox Payment Report, but includes additional details such as, the patient first and last name, and patient type.
  1. Open the EDI module and click the Lockbox Payments tab.

  2. Enter the appropriate criteria in the search fields and click Search.
  3. Next to one of the records in the list, select the checkbox and click Print to display the Select Lockbox Payment Report window.
  4. Select the Lockbox Payment radio button and click OK.

    5. The Lockbox Payment Report loads and displays.

  1. Open the EDI module and click the Lockbox Payments tab.

  2. Enter the appropriate criteria in the search fields and click Search.
  3. Next to one of the records in the list, select the checkbox and click Print to display the Select Lockbox Payment Report window.
  4. Select the Lockbox Process Results radio button and click OK to display the Lockbox Payment Processing Report window.
  5. Select the criteria to include in the report and click Preview or Print to preview or print the results respectively.

    6. The Lockbox Payment Processing Report displays or prints.

Lockbox payments received by your institution may include an EFT lockbox payment reference#. The number tracks the patient payment(s) made to Lockbox company.

Note: Not all Lockbox payments may include an EFT lockbox payment reference#.

You may need the EFT lockbox payment reference number if:

  • It is requested by the patient.
  • You must call the Lockbox company about a payment.

After a Lockbox payment has been processed, you can view the EFT lockbox payment reference# in the Transactions module > Payment tab.