Receiving an Insurer Payment

When an insurer payment hits the bank, you can record it directly from the appointment, apply it to multiple invoices, or enter the full breakdown using an EOB (Explanation of Benefits). Here’s how!

Appointment Side Panel:

Within the Schedule tab, you can click on an appointment to open up the Appointment Panel. Next, scroll down to the Insurance Info section, click on the dropdown arrow and select Pay & Approve or Record Payment in Detail from the menu options.

An image of the navigational steps after the appointment is selected on the schedule

Alternatively, you can click on the white Pay button within the Insurance Info section.

An image of where to view and click on the pay button within the insurance info section of the appointment panel

Patient Profile

Another way to record this appointment is to head over to the Billing tab within the Patient’s Profile, and click the dropdown arrow to the right of the word View on the invoice.

An image of the navigational steps within the patient's profile and where to find the dropdown arrow to mark the claim as paid

Pay & Approve

You might have noticed the Pay & Approve button in the images above. So, what is Pay & Approve anyway? If you click the Pay & Approve button, just know that Jane will create an Insurer payment only in the amount due for just that appointment.

That means that if your insurer sent one large payment covering multiple visits, the Pay & Approve button will not be able to record that information. There is also no option to select the Insurer Payment method. Our recommended option here would be for you to use the Record Payment in Detail button. But if you do decide to use Pay & Approve… we won’t judge you ;)

Billing tab (Recommended)

Recording a payment from the Billing tab is the most reliable method for recording insurer payments because it allows you to accurately match a lump sum insurer payment with what’s documented in Jane. This approach helps ensure your bank statements match your recorded payments more accurately, maintaining clean financial records for your practice.

For this method, head over to the Billing tab, then scroll down to the Insurer Invoices section and select the specific Insurer to view all outstanding claims. Once you’re in the Insurer Invoices area, click on New Payment to open the payment entry form where you can input all the relevant payment details while maintaining full visibility of the associated invoice information.

an image of the navigational steps and where to enter in the new payment

When you receive payment from either of these areas in Jane, you will see the New Payment screen. This allows you to record the location, the date the payment was received, the payment method, the amount received and any applicable reference numbers.

An image of what the new payment screen looks like and all of the different fields in order of how they're listed

When you hit Next, you will create a payment that can be applied to multiple invoices. If you navigated from an invoice or appointment, then that invoice will be the default invoice listed. Otherwise, you can search for the outstanding invoices in the search bar or hit View All.

An image of where to search for a specific invoice and the blue View All option

Enter in the amount that you have received from the insurer and hit Apply.

If you are recording an underpayment, you will then have the option to Write Off the remaining balance or Bill the remaining balance to patient.

An image of where to enter a partial payment and the option Jane displays to either write off the remaining balance or bill it to the patient

Keep working down until you’ve completely applied the payment, or you can leave some of the payment as credit for the insurer to use later.

Additional Notes & FAQ

⭐️How can I view a list of the insurer payments for a specific date range?

You can view a list of insurer payments through the Billing tab > select the Insurer > click on Payments:

An image of the navigational steps to view a list of insurer payments

Alternatively you can generate an Insurer Statement and filter to payments:

An image of what the statement looks like once it's filter to payments

Jane's Guide

Here's all the help you need to use Jane.