Automated EOB and ERA retrieval and payment posting

Only for payers that send no 835, and only with credentials your practice controls. Where the portal allows it, your administrator creates a dedicated user for the automation, so its activity stays separate from staff logins and can be revoked at any time. Credentials are stored encrypted in a secrets manager, and we check each portal's terms of use first.

Portals change without notice, so each bot checks every step: the right page, the expected fields, a file that parses. When a check fails, that payer's run stops, we are alerted, and its remittances go to the exceptions queue for staff to pull by hand until the fix ships. Fixes after launch are covered by a monthly support agreement.

An 835 is structured data defined by a national standard. It parses reliably, carries standard adjustment codes and does not break when a payer redesigns its website. Portal bots are the fallback for payers that send no 835, and OCR is the last resort. Enrolling more payers for ERA through your clearinghouse is often the simplest fix of all.

Yes, with review. We extract the payer, check or EFT number, claims, service lines, paid amounts and adjustment codes, each with a confidence score. Low-confidence fields, and every document until extraction has proven accurate on your EOBs, go to a person before anything posts. Payment data is too important to post unreviewed OCR output.

Where your PM system offers a payment API or import format, yes. Where it doesn't, we produce a posting file or worklist your team applies, and we tell you which it will be after reviewing your system. We don't write into a vendor's database without the vendor's support, because that can break upgrades and audit records.

No. It removes retrieval and re-keying: portal downloads, opening mail and typing payments into the PM system. Your billing staff handle the exceptions, such as unmatched payments, takebacks, underpayments and denials, and the follow-up those need. Their work shifts from data entry to resolving the items that need judgement.

Yes. We sign a Business Associate Agreement (BAA) before any PHI access: no one on our team sees protected health information until it is executed. Remittances contain PHI, so the agreement comes first. We can sign your organization's BAA or provide ours; our HIPAA BAA page explains what it covers.

Cost depends on scope, so we don't quote a generic range. Book a free 30-minute consultation: we review your requirements and workflow, then send a written scope and quote tied to what you actually need. For this work, scope depends mostly on how many payers need portal retrieval or document extraction instead of an 835.