Reference Batch

Reference Batch


Basic use of Reference Batch

Reference Batches provide a simple way to balance daily transactions and create an audit trail. It is recommended that all users who enter financial transactions (charges, payments, adjustments, etc.), do so while attached to a Reference Batch.



How to access and add a Reference Batch

  • ‘Reference Batch’ link (upper right), ‘Go’-cut: ‘rb’, or keyboard shortcut [Ctrl] + [Home]



  1. Click [Add]  to create a new Reference Batch from the ‘Reference Batch List’ page
  2. Add a Description for the items to be posted, such as, ‘Front Desk Copays’ or ‘ERAs’
  1. Batch Status Definitions: Open: items can be modified, Closed: no financial changes can be made to items in the batch
  2. If you are posting items for only one Facility, Rendering/Billing/Referring Provider, or DOS - enter these defaults into the batch to 'set it and forget it'.  If default values are entered, the fields will be grayed-out for charge entry or payment posting.
  1. 'Batch Date' will be the Post Date for transactions in the batch. Shortcut: use the letter ‘t’ and tab to auto populate today’s date
  • ‘Reference Total' can be used if you know the total of the payments to entered
  1. ‘Note’ can be used for any notation related to this reference batch
  1. [SAVE]


Open, Close, Attach, Detach Reference Batch 

Depending on the user’s permissions they may see just their Batch or all Batches


  • A Reference Batch remains ‘Opened’ until the user clicks the Status button to Close


  • Chain icon displays ‘linked’ with green highlight to indicate you are attached to this batch
  • Chain displays ‘unlinked’ (no highlight) if the Batch is Open but you are not attached to it
  • Chain disappears when the batch is closed




Padlock icon displays on the Encounter Dashboard. 

  • Unlocked indicates the Encounter is in an open batch and can be fully edited
  • Locked Padlock displays  when batch is closed, this means the Encounter is eligible to be billed and fees cannot be changed





  • All Receipts & Encounters have their reference batch number listed









How to review a Reference Batch 


  • To review items in your current Batch, go to the Reference Details page where all batch items are listed, by clicking on the reference batch number at the top right of the screen


  • To review any Reference Batch, click the ‘Reference Batch’ link


  1. Use filters to find the batch to review
  2. Click the Items number link



















Reference Batch Details

  1. Report creates a PDF of the details of Receipts or Charges
  2. Use Radio buttons to toggle view of Receipts, Charges or Demographics in this batch
  3. Use Filters to search for specific items in the batch



  • Receipts
  • If Receipts exist in a batch, the Receipt Breakdown will be the default view
  • All Receipts listed with subtotals by Cash/Check/Card/EFT/Refunds by Patient or Insurance 


  • Charges
  • use ‘plus’ sign to show line level details
  • click Encounter number link to [Modify Charge] 
  • Charge [Report] contains charge totals


  • After reviewing click to Close the batch

This acts as a ‘sign off’ that these items have been reviewed and are correct

From the ’Reference Batch List’ page

  1. Click ‘Reference Batch’ link 
  2. Click green Status icon to Clo


Reference Batch FAQ

Moving a Charge or Receipt from one Reference Batch to another


Attach to the Reference Batch that contains the item that you want to move and be sure the destination Batch is open

  1. Click ‘Reference Batch’ link to access all reference batches on the Reference Batch List
  1. Click ‘Items’ number link 

OR

  1. Click the Reference Batch number link to access the batch you are currently attached to
  2. Select items to move using the check-boxes
  3. Choose the destination Reference batch, which must be Open
  • Use checkbox to update the transaction to the post date of the destination batch
  1. [Save]





What does the validation Error 'You must be attached to a reference batch...' mean?


This means you are not currently attached to an Open Reference batch.

The user should double check they are attached to an open reference batch by clicking the reference batch link in the top right hand corner and using the filters to search Open reference batches. 

At times others may close a batch we are attached to so we are 'kicked off'

Reference Batch Reports

Where to I find the report?

From the Reference Batch page > 


Click the 'Items' Number



Choose the radio button for either   Receipts or Charges> Click [Report]

If there is ONLY Receipts or Charges the radio button defaults to which ever items exist in this batch. 



Charge Breakdown

Note Total Charge count and amount are on the last page




Receipts Breakdown

If you are posting Insurance payments, try to be sure that the check is posted in full.  See if any $ amount is still in escrow to identify what still needs posting.