Process Lockbox Files Manually

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 the Search button.
    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.