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An HMO usually pays many claims in one transfer. Record payment takes that one payment and shares it across the claims it settles, so each claim shows what is still owed and the cash is recorded on the day it arrived.

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What you’re looking at

HMO receivables lists each insurer that owes you money: Open claims, Owed, how old the debt is (0-30 days, 31-60, 61-90, Over 90) and Credit held — money received that is not yet shared across claims. View claims shows the open claims behind a figure, oldest first. Empty state. Nothing is waiting on an insurer when no insurer owes you anything. Beneath the table, Payment advices lists what insurers have told you they paid — see Payment advices from an insurer.

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Record a payment

1

Start

Select Record payment on HMO receivables, or choose Record Payment from a claim’s Actions menu to start from that claim.
2

Say who paid and how much

Choose the Insurer, the Date received, the Amount received and How it was paid. Add a Reference — the transfer or cheque number — so you can match it to the bank statement.
3

Share it across claims

The claims that insurer still owes you for are listed. Select Share oldest first to fill them in order, or type an amount against each claim. The sheet shows what is Shared across claims and what is Kept as credit.
4

Record it

Select Record payment. You are told Payment recorded.
A claim cannot be given more than it is owed, and a payment cannot be shared out for more than was received. Money you do not share out is kept as Credit held against that insurer until you do.

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Share credit held later

When a claim can take money that was kept as credit — the insurer approves it, or you find the claim the money was for — share the credit across it. No new money is recorded: it was counted when the payment was.
1

Open the credit

On HMO receivables, select the insurer’s Credit held amount (it reads, for example, ₦50,000.00 - Apply). The Apply credit sheet opens.
2

Choose the payment

If the insurer has credit on more than one payment, choose it under Payment. The oldest is chosen first, so credit is used up in the order it was received.
3

Share it across claims

The claims that insurer still owes you for are listed and filled oldest first. Change any amount, or select Share oldest first or Clear. The sheet shows what is Applied to claims and what is Still held.
4

Apply it

Select Apply credit. You are told Credit applied, and how much of that payment is still held, if any.
As with a payment, a claim cannot be given more than it is owed, and you cannot apply more than the credit held. Applying it twice by accident is prevented: if the credit has changed since you opened the sheet — someone else applied it, or you selected Apply credit twice — nothing is applied and you are asked to reopen it.

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Payment advices from an insurer

Some insurers tell your workspace when they have paid: how much, on what day, and which claims it covers. Each notice appears under Payment advices on HMO receivables, so you can check it against your bank statement instead of retyping it. An advice is only what the insurer says — nothing is recorded in your books until you record it. The list shows Insurer, Paid on, Method, Reference, Amount, Claims named and Status: When the insurer’s Claims named are still open, the list shows what each is still owed.
1

Check it against the bank

Find the transfer on your statement. If it is not there yet, leave the advice as it is.
2

Record this payment

Select Record this payment. Record payment from an insurer opens already filled in — the insurer, the amount, the date, how it was paid, the reference and the claims it names, with each amount set to what the claim still owes. Change anything that differs from your bank statement: the figures you confirm are the ones recorded, not the insurer’s.
3

Record it

Select Record payment. The advice moves to Recorded.
A claim named in the advice that is no longer open (already paid, written off, or waiting on a write-off) is listed under Named in the advice, but not available to pay and cannot be ticked. If an advice does not match anything you received, select Decline, enter a Reason and select Decline advice. The advice stays on the list as Declined; nothing is deleted. You see the buttons only if you may record HMO payments (below); otherwise the list is read-only.

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What happens to the money

The payment is recorded once, as money received on the day you received it, labelled HMO remittance. A claim part-paid shows Part paid; one paid in full shows Paid. Paying it twice by accident is prevented: sending the same payment again does not record it again.

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Who can do this

You can switch it on or off for a person in their Permissions sheet. Owners and managers can always do this.

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Check it worked

  • The claim’s Status reads Part paid or Paid.
  • Owed for that insurer has gone down by the amount you shared out.
  • Reopen HMO receivables: the insurer’s Credit held shows anything you did not share out, and goes down by what you apply with Apply credit.

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Common issues

You may not have the permission, the claim may not have been submitted yet, or it may already be paid. Only submitted claims can receive a payment.
What an HMO owes is the amount it approved, or — before it answers — the amount billed less the patient’s share, less anything already paid or written off.
Leave it as Awaiting you until the transfer arrives, or select Decline with a reason if the insurer confirms it was sent in error. Recording it books the money as received.
Someone else applied some of it, or the sheet was submitted twice. Nothing was applied by that attempt. Close the sheet and select Credit held again to see what is left.
Record the payment and leave the extra unshared. It stays as Credit held until a claim can take it.