Collections Module: Posting Payments
1. Accessing & Understanding the Collections Module
Navigation
Go to Collections from the main menu
This is your central hub for all incoming payments (ERAs, checks, cash, patient responsibility payments)
What You're Seeing
Each row represents a single payment (EOB/ERA) and includes:
Payment Number – Unique identifier for the payment
Payor Name – Insurance or funding source
Payment Method – ERA, check, cash, etc.
Payment Date – Date funds were issued/received
Total Amount – Full payment received
Applied Amount – Portion already posted to claims
Unapplied Amount – Remaining balance still needing allocation
2. Search, Filters, and Workflow Management
Search Options
You can search by:
Payor name
Patient name
Payment number
Invoice number
Claim ID
Best Practice
Work from oldest to newest payments
Focus on payments with remaining unapplied balances
3. Posting Electronic Remits (ERA)
How ERA Payments Enter the System
Imported automatically from the clearinghouse
Appear in Collections once received
Identified by the EDI icon/menu
How Matching Works (Behind the Scenes)
Motivity attempts to auto-match ERA lines to claims using:
Claim Row ID (most accurate)
CPT Code
Date of Service
Billed Amount
👉 If all of these match, the system links the payment automatically
👉 If not, the line is marked "Not Found"
Step-by-Step: Posting ERA Payments
Step 1: Open the ERA
Select the payment row
Review all service lines
Step 2: Review System Matches
Look for:
Correct patient
Correct date of service
Correct CPT codes
Expected vs paid amounts
Step 3: Use Smart Visual Indicators
Motivity highlights payment scenarios:
Green → Fully paid (Expected = Covered)
Yellow → Patient responsibility or overpayment
Red → Contractual obligation, denial, or non-covered amount
👉 These help you quickly spot issues without reading every line
Step 4: Save & Post
Click Save & Post
This officially applies the ERA to claims
Common ERA Issues to Watch For
Partial matches (wrong DOS or CPT)
Mismatched claims from previous system
Overpayments or duplicate payments
Incorrect contractual adjustments
4. Posting Manual Payments
When to Use Manual Entry
Paper EOBs
Checks or cash payments
Payments not received electronically
Adjustments from outside systems
Step-by-Step: Adding Manual Payments
Step 1: Add Payment
Click Add Payment (top right)
Enter:
Cash Receipt Type (Recommended: Cash Receipt. Selecting EDI will prompt an upload of the text file of the EDI)
Funding Type
Contract Name
Payment Number
Payment date
Total payment amount
Select Attach button to upload EOB
Step 2: Save Payment
Creates a payment record in the system
Payment will initially show as fully unapplied
Step 3: Apply Payment to Claims
Follow the color-guided workflow:
Select Payment line (gray row)
Select Patient (green row)
Select Date of Service (orange row)
Step 4: Enter Payment Breakdown
Using the EOB, enter:
Covered amount (insurance paid)
CO (contractual adjustment)
Copay
Deductible
Coinsurance
Denial information (if applicable)
👉 These must match the EOB exactly
Note: Both Non Covered and Other boxes will move balance to patient responsibility.
Step 5: Save & Post
Select Save & Post
Payment is now applied to the claim
Best Practices for Manual Posting
Double-check math totals = payment amount
Ensure correct funder and patient
Avoid posting to incorrect DOS or CPT
5. Managing Unapplied Payments
What It Means
Any amount not yet assigned to a claim
What To Do
Continue applying until:
Unapplied Amount = $0
Why It Matters
Prevents inaccurate AR
Ensures clean financial reporting
Required before closing payment
6. Closing Payments
When to Close
All funds are fully applied
No unapplied balance remains
How to Close
Select Close (button turns green when ready)
Payment moves to Closed Payments
Why Closing Matters
Finalizes reconciliation
Prevents further edits
Keeps active queue clean
7. Editing, Deleting, and Tracking
Edit (Red Pencil Icon)
Adjust payment details (amount, method, etc.)
Delete
Only available if payment amounts have NOT been applied
Timeline Icon
Shows:
Who posted the payment
When updates were made
8. Special Scenarios
Unmatched / Legacy Payments
Payment for claims not in Motivity:
Adjust payment total to reflect what can be posted
Apply available portion
Close payment
Advance Payments
Enter as Advanced Payment
Held until invoice is created
Not applied immediately
Used as a placeholder for pending invoice
Patient Portal Payments
Imported automatically via Stripe
Appear in queue like other payments
Require manual application to invoices
9. End-to-End Workflow Summary
ERA Payments
Clearinghouse Import → Review → Validate → Save & Post → Close
Manual Payments
Add Payment → Enter details → Apply to claims → Validate → Save & Post → Close
Next Steps: Now that you have posted your payments, learn about secondary invoices, payment adjustments, and denials and resubmissions in our Motivity Billing 101: Secondary Invoices, Adjustments, and Denials article.
Last Updated: 4/22/26 by Kayla Lewis