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4. Motivity Billing 101: Posting Payments

This article reviews how to post and manage payments in the Collections Module.

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:

  1. Select Payment line (gray row)
  2. Select Patient (green row)
  3. 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