Claims Payments

There are two ways to record a payment on a claim within Doulado:

  1. Manual entry – You can enter payments as you receive them from payers.
  2. ERA (Electronic Remittance Advice) – Some payers provide ERAs so that payments are automatically recorded to the corresponding claim.

Unlike invoice payments, claim payments are not processed through Doulado. Instead, payers issue payments directly using methods such as paper checks, electronic funds transfer (EFT), or virtual credit cards (vCard). Electronic payments are becoming more common, and some payers even require providers to enroll in EFT for claims reimbursement.

ERA (Electronic Remittance Advice)

An ERA is the electronic version of an explanation of benefits (EOB) from a health plan to a provider about a claim payment. There is a $1 fee per ERA transmission to cover clearinghouse costs. ERAs explain how a claim was adjusted based on factors such as:

  • Contract agreements
  • Secondary payers
  • Benefit coverage
  • Copays and coinsurance

EFT (Electronic Funds Transfer)

EFT is when a health plan instructs a financial institution to transfer funds directly into a provider’s account. Enrolling in EFT speeds up payment delivery by depositing funds directly to your bank account.

Because claims payments are issued directly by the payer and never pass through Doulado, EFT must always be set up directly with the payer. In some cases, you may come across a combined form for ERA and EFT enrollment. In those instances, please complete only the ERA portion through Doulado, and then submit the EFT only portion directly to the payer. Neither Doulado nor the clearinghouse is involved in EFT setup. Each payer has its own EFT enrollment process, so you’ll need to contact them directly and follow their instructions.

Option #1- Manually tracking payments

Whether you receive a check in the mail from your payer, or have EFT set up, you can apply the payment manually to your Doulado claims by completing the following steps! To manually enter a payment, you can:

  1. Navigate to Billing -> Claims and select the claim you want to apply a payment to.
  2. Select the Payment option at the top of the claim

  1. Select the option + New Payment

  1. Enter the details of the payment

  2. The payment will now display in the remittance tab under Billing> Claims> Remittances

You can also view claims balances and payments in your Doulado claims dashboard! The remittances will be tracked in the "Claims Payments" tile.

Option #2 - Automatically tracking payments

Some payers offer the option of setting up an ERA (Electronic Remittance Advice), which will allow the claims payment information to be sent directly to Doulado, through an electrnic EOB, and then will display automatically in the remittance tab. Payers sometimes may require you to sign up for an EFT (Electronic Funds Transfer) in order to use ERAs, but it differs for each payer.

If you click on the remittance, you can view the remittance summary with information from the payer on payments.

ERA Enrollment

Payers that support ERAs require enrollment in that feature. From your claims dashboard, you can check whether your payer offers a ‘remittances’ enrollment option. If available, simply click the finger icon to request ERA enrollment for that payer. Once submitted, Doulado Support will provide instructions for completing the process. While each payer has its own policies, ERA setup always begins with Doulado and our clearinghouse. Please note: ERAs are a fee-based feature, billed at $1 per transmission, which is deducted from your Funds Balance.