Automated payment posting and invoice dispatch

Purpose

1.1. Automate the process of capturing, validating, and posting payments received from insurance and patients, then generate and dispatch invoices and receipts to reduce manual workload and accelerate cash flow in anesthesiology billing cycles.
1.2. Ensure HIPAA-compliant, error-free reconciliation of remittance advices, EOBs, and automate follow-ups for incomplete or delayed payments.
1.3. Integrate end-to-end visibility for billing administrators, minimize payment posting lag, and ensure patient/insurance notifications are sent consistently without manual intervention.

Trigger Conditions

2.1. Receipt of electronic remittance advice (ERA) from payer system.
2.2. Submission of patient payment via portal or payment gateway.
2.3. Generation of finalized patient procedure report.
2.4. Flagging of outstanding invoices after a set period (e.g., 30 days).

Platform Variants

3.1. Athenahealth
• API: Payment Posting Endpoint;
• Configure to post payment details upon ERA receipt with webhook callback configured.
3.2. Epic Systems
• Feature: Billing API integration;
• Set up to trigger on new insurance payment record and automatically generate invoice PDF.
3.3. Cerner
• API: RevCycle PaymentPost;
• Automation script posts to PaymentPost API and dispatches invoices via PDF email automation.
3.4. AdvancedMD
• Feature: Batch Payment Posting;
• Trigger via scheduler when batch ERA files are uploaded, then invoke invoice send API.
3.5. Greenway Health
• Feature: Integrated Billing API;
• Automate with API request mapping payment ID to patient invoice generation.
3.6. Allscripts
• Feature: Practice Management Payment Integration;
• Configure callback for external payment provider; trigger invoice email to patient.
3.7. Meditech
• API: Accounts Receivable Posting;
• Configure real-time HL7 interface for ERA input, dispatch email using SMTP module.
3.8. Kareo
• Feature: Payment Allocation Automation;
• Set up to initiate on ERA import; automate sending statement via SendGrid.
3.9. NextGen Healthcare
• API: Payment Entry Web Service;
• Automation config to post payments and run invoice job post-transaction.
3.10. eClinicalWorks
• Feature: EBO Payment Entry;
• Configure payment receipt webhook, auto-generate and email invoices.
3.11. QuickBooks Online
• API: ReceivePayment, Invoice;
• Use automation to post received payments, then send receipt through EmailInvoice API.
3.12. Xero
• API: Payments endpoint;
• Set event listener for new payment, auto-trigger invoice dispatch by InvoiceID.
3.13. Stripe
• API: PaymentIntent, Invoice;
• On successful payment, trigger invoice.send event and email to client.
3.14. Square
• API: Payments, Invoices;
• Automation triggers upon payment received webhook, configures Invoice.publish.
3.15. PayPal
• API: Invoicing, Payouts;
• When payout completes, script triggers invoice.create and invoice.send.
3.16. FreshBooks
• API: Payments, Invoices;
• Use PaymentCreated event, then invoke InvoiceSend endpoint.
3.17. Zoho Books
• API: PaymentReceived, SendInvoice;
• Automation posts payment, then triggers SendInvoice to designated email.
3.18. Sage Intacct
• API: ARPayment, ARInvoice;
• Configure smart rules to trigger ARInvoice.send when ARPayment posts.
3.19. SFTP/FTP Servers
• Feature: ERA or payment file upload;
• Automation script fetches new payment files, parses, posts to target, and emails invoices using SMTP.
3.20. Microsoft Dynamics 365
• API: Customer Payment Journal, Sales Invoice;
• Setup Power Automate flow to post payments, create, and email invoices post-payment.

Benefits

4.1. Eliminates manual posting and invoice dispatch delays, increasing operational efficiency.
4.2. Reduces clerical errors in payment application, supporting revenue cycle compliance.
4.3. Accelerates cash flow and patient/insurer communication with real-time automation.
4.4. Provides audit trail for compliance and dispute resolution.
4.5. Frees staff for higher-value billing and compliance activities.