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How do I post an insurance chargeback in Barti?

In Insurance → Payments, use the Mass Payment Posting view to enter the chargeback as a negative value in the Insurance Amount Paid column, then adjust the Adjustment Amount to balance the total insurance responsibility.

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Written by Dan Healey

Who this is for: All Barti Users

Before you start, you'll need:

  • The EOB (Explanation of Benefits) showing the chargeback amount

  • The patient invoice(s) affected by the chargeback

Steps

Step 1: Open Mass Payment Posting

  1. In the left navigation bar, click Insurance.

  2. Select Payments from the sub-menu.

Screenshot: Barti left navigation bar showing the Insurance section expanded, with Claims and Payments listed as sub-menu items. Payments has a red badge showing 16.

Step 2: Locate the invoice

  1. Click Add Insurance Payment.

  2. Search for and select the patient invoice(s) included in your EOB.

Screenshot: Barti Insurance Payments page with the + Add Insurance Payment button circled in the top-right corner. The page description reads "Apply a single insurance payment across multiple invoices for the same payer."

Step 3: Enter the chargeback as a negative value

Because the Insurance Amount Paid field represents money paid to your practice, a chargeback — money being taken back by the insurance company — must be entered as a negative number.

  1. Locate the Insurance Amount Paid column for the relevant line item.

  2. Enter the chargeback amount as a negative number (e.g., -109.00).

Screenshot: Mass Payment Posting view showing the same invoice with the Insurance Amount Paid field circled, showing -109 entered. The $150.00 insurance responsibility and + Add Adjustment link are visible. Total Amount Paid shown as -$109.00.

Step 4: Balance with an adjustment

To clear the balance correctly, you need to adjust the total insurance responsibility to account for the chargeback.

  1. Go to the Adjustment Amount column for the same line item.

  2. Add the chargeback amount to the original insurance responsibility to get the total adjustment: Original responsibility + chargeback amount = total adjustment Example: $150.00 + $109.00 = $259.00

  3. Enter the total adjustment amount (e.g., 259.00) in the Adjustment Amount field.

    Screenshot: Mass Payment Posting view showing invoice #1908 for Barti Yee with a $150.00 insurance responsibility for procedure V2781. The Adjustment Amount field is circled, showing $259.00 entered. The Insurance Amount Paid column shows -$109.00. Total Amount Paid shown as -$109.00.

Step 5: Verify your math before posting

Use this formula to confirm your entries are correct before saving:

(Outstanding insurance responsibility) − (adjustment amount) = insurance amount paid

Using the example above: $150.00 − $259.00 = −$109.00

If the result matches the negative chargeback amount on your EOB, you're ready to post.

What you'll see when it works

The chargeback is recorded, the insurance responsibility is cleared, and your accounts receivable reflects the correct balance.

Troubleshooting

My balance isn't clearing after posting.

Double-check that the adjustment amount equals the original insurance responsibility plus the chargeback amount. If the numbers don't balance using the formula in Step 5, correct the entries before saving.

I'm not sure what the original insurance responsibility was.

Open the patient's invoice before entering the Mass Payment Posting view to confirm the outstanding insurance responsibility amount.

Video walkthrough

Need to see it in action? Watch the chargeback posting walkthrough on Loom.

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