How to import claims/ERA (835) files?

Purpose:
To import and process electronic remittance advice (ERA/835) files from a clearinghouse (e.g., Inovalon) into HelloNote for payment posting and reconciliation.

Scope:
This procedure covers downloading ERA files from the clearinghouse dashboard, importing them into HelloNote, reviewing remittance details, and batch posting payments to patient accounts.

Procedure:

1. Access Clearinghouse Dashboard
   • From the main dashboard, go to Remit Payments.
   • Identify the claims/payments ready for processing.
2. Open HelloNote Import Tool
   • In HelloNote, go to Billing > Import ERA/835.
3. Prepare File for Import
   • In the clearinghouse, select the checkboxes next to payments with a $ amount.
   • Go to the Download tab and ensure "All payments in one file" is selected.
   • Click Download.
4. Import into HelloNote
   • Drag and drop the downloaded remittance file into the Import File area in HelloNote.
   • Click Import, then click OK.
5. Review Remittance Details
   • Click the > next to the batch number to expand the patient/claim list.
   • Verify that payment details are correct.
6. Filter & Post Payments
   • Red claims showing a deductible: Leave as-is.
   • Red claims showing $0 payment: Click the X to remove from the batch (research separately).
   • Once verified, click Batch Post to apply payments to patient Visits & Receipts.