Record a Manual Payment by Provider

You can record a manual payment request for almost any type of service, even one that should have a service authorization. If the system finds a payment for the same payee, recipient, and service, but without an authorization, the system will not generate another payment request for the same period. It updates the authorization number in the payment record and the units used in the service authorization.


A Manual Payment cannot be generated for a Placement unless it is linked to a Service Authorization.

Record a manual payment request as follows:

  1. Click the Financial tab at the top of the screen.

  2. Click the Payment tab.

  3. Click the Manual Payment Request link in the menu on the left. The Manual Payment Request screen appears.

  4. Click Payment by Provider. Select Service Category. Select Service Type. Click Provider Search. Click Select next to your provider in the provider profile search results area. You will be returned to the Manual Payment Request screen.

OR

  1. Enter the provider ID in the Provider ID field. Click Go. The Provider Information table is populated.

  2. Click Manual Payment button. You are taken to the Manual Payment screen.

  3. Enter the Payment Start Date and Payment End Date.

  4. In the Case Person Information table, click Select Person. You are taken to the Select Person screen. Enter the Person ID. Click Go. Click Select next to the person. You are returned to the Manual Payment screen.

  5. In the Service Information table, select Service Description.

  6. In the Payment Detail table, enter the Basic Costs and Units.

  7. Click Calculate. The payment details are auto populated.

  8. Click Save. You are returned to the Manual Payment Criteria Selection screen.

  9. In the Case Person Information table, click Select Person

  10. Click Person Search. You are taken to the Select Person screen. From here you can either search for the person or enter the person ID and click Go.

  11. Required fields to complete are:

Service Category
Service Type
Payment Start Date
Payment End Date
Service Description
Basic Cost (if this service has no established cost)
 

  1. Click Calculate. The system displays the total amount of the payment, based on the standard or contracted cost already established in the system or on the basic cost you entered if there are no established cost. (This button does not appear for provider training requests.)

  2. Click Save.

  3. To complete payment processing for this payment it must now be appended to an existing roster or have a new roster created for it. See Append Payment Requests to a Roster and then Approve Rosters