1. The fields labeled Payment Code, Adjustment Code, Withhold Code, Deductible Code, and Takeback Code. These codes represent the 5 types of transactions that can be entered into a patient’s ledger through the deposit list. These codes MUST be entered prior to applying the payment. You can set up default codes to be used for payments from each insurance carrier. This is done on the Options and Codes tab of the insurance carrier setup screen.


  2. Click Save. At this point you have updated the mwdep.adt table, but have not yet updated the mwtrn.adt or mwpax.adt tables.
  3. You will now see the payment listed on the main page of the deposit list. Highlight it and click Apply.


Tips and Tricks:

If you see EOB Only in the amount column, that indicates that there was not an actual payment made, and that the EOB indicates the reason payment was not made.

  1. You will see the following screen. In the For field enter the chart number for the first patient listed on your EOB. Any charges that have not yet been paid by that insurance carrier will be displayed. If there are charges on the patient ledger that do not appear on this screen, you may want to try unchecking the field labeled Show Unpaid Only.


  1. The first step is to locate the charges that were paid and to which you need to apply the payment. The EOB should list the date of service, the procedure code, and the amount billed. These fields are available to you on the left side of the window. You will need to find the charges using these fields. Additionally, you will see the balance remaining on each charge in the column labeled Remainder.


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EDI Notes – New to Medisoft

There are circumstances where transaction level notes are required on your electronic claims. Use this window to manage such notes that need to be attached to individual line items. Items added to the EDI Notes List will generate additional ANSI segments in the 2300 and/or 2400 loops. Items in the EDI Notes list are specific to each line item or charge entry. You should refer to each Insurance Carrier for assistance in determining the necessity of these notes.

You can add the following segments:

  • Line Note (NTE)–usually used for special instructions or notes not entered anywhere else in the claim.
  • Test Results (MEA)–usually used to specify physical measurements or counts, including dimensions, tolerances, variances, and weights.
  • Contract Information (CN1)–used to specify basic data about the contract or contract line item. This information is required when the submitter is contractually obligated to supply it on post-adjudicated claims. You can also enter claim-wide contract information on the EDI Note tab of the Claim window.
  • Line Supplemental Information (PWK)–used and required when attachments are sent electronically but are transmitted in another functional group rather than by paper; or required when the provider deems it necessary to identify additional information that is being held at the provider’s office and is available upon request by the payer (or appropriate entity), but the information is not being submitted with the claim.

    If you would like to view or enter an EDI note for a specific transaction, highlight that transaction and click the EDI Notes button.


    You will see the following screen:


    Click New to add as many EDI notes as required by carrier.

    Claim Level EDI Notes should be entered in the Comments tab within the Case.

    Details: Click this button to add national drug code (NDC) information to the charge.


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