Posting payments & reconciliation
Step 1 — Open a processed bill and read the variance banner
Open any Processed bill from the bill list. The header banner does the math for you: it states the dollars below the Medical-Legal Fee Schedule and the percentage of MLFS actually paid. In this example the payer remitted only 12% of MLFS — $7,561 below schedule — and Mindbill surfaces an estimated $4,688 recoverable based on the 62% historical Second Review collection rate. A banner like this is your signal that the EOR needs a response, not a write-off.
Step 2 — Post the EOR per service line (and post ahead of the money if you must)
On a sent or processed bill, click Post Payment. The dialog itemizes every service line the way an EOR does — Charge, Allowed (MLFS), and a Paid field you fill from the EOR — with Pay all in full to seed the full allowed amount and a running total that tells you whether the bill will close or leave a balance (a $0 posting records a denial). Set the check/EFT method and trace number. An 835/EOR is remittance advice, so you can post the adjudication before the check lands: leave the Funds received & deposited box unchecked and Mindbill posts the payment as funds-pending and raises a "funds not yet received" follow-up task. Check the box and enter the deposit date when the money is already in hand.
Step 3 — Mark the check received, then reconcile on the Reconciliation page
When the deposit lands on a bill you posted ahead of the money, open that bill and click Mark Check Received — confirm the EFT/check trace and the deposit date, and Mindbill clears the "funds not yet received" task. To see the whole ledger, open Payment Reconciliation (/reconciliation). The top tiles show Posted remittances (count), Open bills with a balance due (count), and your Open A/R balance. Below them, the Posted remittances table lists every payment or EOR that has actually posted to a bill — newest first, with a total-posted figure and a filter by payer, patient, or bill — and the Open bills awaiting payment table shows each sent bill's fee schedule, posted, and remaining balance. This view is derived from what has truly posted; you reconcile here and act on the bills themselves.
Step 4 — Void a mis-post, or route the underpayment to Second Review
If a payment was posted to the wrong bill or amount, use Delete Payment on the bill detail and re-post cleanly. For a penalty or interest payment with no reimbursement of the billed services, choose Fee and then Fee only: MindBill records the fee as cash received, applies $0 to the bill, and leaves the full balance due. When the EOR is simply an underpayment, don't write it off — a processed bill paid below MLFS shows the remaining balance and the percentage of schedule paid, and is flagged eligible for Second Review. If the lesser payment really is final, Accept & Close writes off the residual and closes the bill; otherwise send the dispute to Second Review to recover the difference, turning a 12%-of-MLFS payment into a recovered balance.
Posting a payment is where you find out whether the payer actually paid what the fee schedule requires — or quietly shorted you. Mindbill decodes each EOR, matches it to the deposit, and computes the variance against the California Medical-Legal Fee Schedule so an underpayment can't slip through as "paid." This walkthrough shows how to read a posted payment, post the EOR ahead of the money when the check hasn't landed, reconcile what has actually posted against your open A/R, and route a recoverable balance to a Second Review instead of a write-off.