Getting started with Check Deposit Manager

The Check Deposit Manager is your command center for ensuring that every insurance payment makes it from the payer → into your RCM system → and all the way into your bank account. It’s designed to give you confidence that:

• Every dollar in Insights = every check reconciled = every bank deposit.

• If there are gaps, duplicates, or mismatches, you can quickly identify and fix them.

In other words: it’s where you can see, reconcile, and act on your payment data.

How to Access the Check Deposit Manager

• From the Insights navigation menu, select Check Deposit Manager

• You’ll land on a tab called Deposits

Fundamental Tabs

• Deposits Tab → Helps you confirm that every dollar that entered your bank is fully matched to checks and payments in Insights.

• Checks Tab → Helps you confirm that every payer check has been posted correctly to claims and is tied back to a deposit.

You can think of them as two sides of the same equation:

Deposits = money in the bank

Checks = promise of money from the payer

This page helps you ensure that both sides always match.

Fundamental Concepts

Bank Deposit

A bank deposit is the actual money hitting your bank account. This could be an ACH transfer, a virtual credit card payment, or a physical check deposit. Your goal is to make sure every deposit is represented in Insights and tied to the right checks.

Check

A check represents the payer’s promise to pay. It contains a check number, payment amount, and payer details. Your job is to:

1. Ensure the payments from this check are posted across the correct claims.

2. Match the check to its associated deposit to confirm the payment actually arrived in your bank.

Remittances / Payments

Every individual claim payment is tracked as a remittance. By default, remittances are auto-posted within 6 hours of creation. Exceptions:

• Manual review → if our posting engine isn’t sure how to apply a payment.

• Archived → if the engine detects duplicates or bad data.

Deposit Source

Deposit sources are cleaned-up payer identities. Because payer names can vary across checks and deposits, we normalize them into a single source (e.g., “Blue Cross Blue Shield” instead of “BCBS of TX,” “BlueCross TX,” etc.). This makes matching deposits and checks much easier.

The Deposits Tab

The Deposits Tab gives you a complete view of the insurance deposits that have hit your bank account and allows you to reconcile them with checks and remittances inside Insights. This is the “money in” side of the reconciliation process.

High-Level Overview

At the top of the page, you’ll see scorecards that summarize:

• Total Insurance Deposits → the sum of all insurance deposits in the filtered scope.

• Matched Deposits → how much of that total is tied to checks.

• Unmatched Deposits → how much is still not tied to any checks.

• Posted Deposits → how much of the matched deposits have posted payments inside Insights.

This gives you an at-a-glance sense of the health of your deposit verification.

Filtering Deposits

The deposit table can be filtered by:

• Date range (transaction date)

• Matching Status (Matched, Unmatched, or Partially Matched)

  • Matched - the deposit is linked to at least one check and the sum of the check(s) payment amounts = the deposit amount.

  • Partially Matched - the deposit is linked to at least one check but the sum of the check(s) payment amounts does not equal the deposit amount.

  • Unmatched - the deposit is not linked to any checks.

• Inclusion Status (Included or Excluded) - this is used as a way to mark certain deposits as non-insurance deposits

• Deposit Amount (range filters)

These filters let you focus quickly — for example, to find deposits in a certain week, to review only unmatched deposits, or to isolate very large deposits.

Deposit Table

Each row in the table shows:

• Deposit ID, status, and transaction date

• Deposit amount and total check amount (sum of checks tied to the given deposit)

• Number of linked checks to the given deposit

• Deposit source (payer, normalized) and method (ACH - Automated Clearing House, CHK - Check, VCC - Virtual Credit Card)

• Description (from bank feed)

• Inclusion toggle

👉 If you exclude a deposit, you’ll be prompted to provide a reason, which is stored for audit visibility.

Clicking Into a Deposit

Clicking on a deposit opens a detailed view, where you can:

• See the deposit details (source, method, Plaid Trans. ID, who included/excluded it).

• Review linked checks (check ID, number, amount, posting status).

• Drill down into remittances tied to those checks (with statuses like Fully Posted, Archived, or Unposted).

From here, you can confirm:

• That the deposit amount matches the sum of linked checks.

• That all checks tied to the deposit are fully posted in Insights.

• Which remittances still need action (e.g., manual posting).

Matching and Unlinking Checks

When a deposit is unmatched or partially matched:

1. Open the deposit.

2. Use View Unmatched Checks to see candidate checks.

   

   
   

3. Link one or more checks to the deposit.

If a mistake is made, you can always unlink a check from a deposit. Both linking and unlinking are tracked in the system so there’s a clear audit trail.

Posting Remittances

After a deposit is matched to checks, the final step is ensuring the remittances tied to those checks are posted:

• Pending → The remittance has been created but not yet processed by the posting engine.

• Manual Review Required → The posting engine wasn’t sure how to apply the payment. User intervention is needed.

• Partially Posted → Some, but not all, of the remittance’s payments have been applied.

• Fully Posted → The remittance has been successfully posted in its entirety.

• Archived → The remittance was identified as a duplicate or bad data and excluded from posting.

You can take action at the remittance level directly from the deposit view by clicking into a specific remittance. You will be directed to our posting tool that allows you to actually post these remittances to the payment ledger. The tool will highlight which remittances/payments are tied to the given check and what the total payment value should be for this claim based on the remittance data.

The Checks Tab

The Checks Tab is the “payer side” of reconciliation. It’s where you confirm that every check received from an insurance payer has been:

1. Posted into Insights (so all claim payments are recorded), and

2. Matched to the corresponding deposit in your bank account.

High-Level Overview

At the top of the page are Check Scorecards:

• Reconciled → Total value of filtered check payments reconciled.

• Posted → Total value of dollars that have been posted into Insights from these filtered checks.

• Unposted → Total value of dollars where payments are not yet fully posted for these filtered checks.

• Deposit Matched → Total value of checks that have been successfully matched to a bank deposit.

These scorecards give you a snapshot of whether all checks are properly accounted for from payer → Insights → bank.

Filtering Checks

The check list can be filtered by:

• Date range (check date)

• Check Number

• Amount (range)

• Posting Status (Posted, Partially Posted, Unposted)

• Matching Status (Matched vs. Unmatched to a deposit)

This makes it easy to zero in on unposted checks, unmatched checks, or checks within a certain dollar range.

Check Table

Each row in the table shows:

• Check ID / Check Number / Check Date

• Check Amount vs. Amount Posted

• Provider Adjustments Posted (if any)

• Remaining Balance (should be $0 if fully posted)

• Deposit Source (payer, normalized)

• Payment Method (ACH, check, etc.)

• Matching Status (Matched vs. Unmatched)

• Posting Status (see below)

Posting Statuses

Each check has one or more remittances tied to it. Those remittances determine the check’s Posting Status:

• Posted → The sum of payments posted tied to this check = the total check payment amount.

• Partially Posted → The sum of payments posted for this check ≠ the total check payment amount AND ≠ 0.

• Unposted → The sum of payments posted for this check = 0.

👉 Your reconciliation goal is to have all checks Matched + Fully Posted.

Clicking Into a Check

Clicking on a check opens a detailed panel. Here you’ll see:

• Check details (check number, date, amount, payer, payment method, match status).

• Remittances tab → shows all remittances tied to the check, with posting status, amounts, payer index, and claim IDs.

• Deposits tab → shows which deposit the check is tied to (or lets you match/unlink it).

• Provider Adjustments tab → shows provider level adjustments for this check.

From here you can:

• Match / Unlink the check to a deposit.

• Post/review individual remittances.

Summary

Question 1 - Did I Actually Get Paid What Insurance Said I Would?

• Earlier, sites would have had to see the check amount, go download all their bank statements, and go and try and match one by one. This is massively laborious and painful.

• Now, we do all the work and all sites have to do is click the check and see the deposits, remits, and even claims directly enclosed.

Question 2 - Does my bank account match my billing books?

• Earlier, at the end of every month, I go transaction by transaction and somehow try my best to find the matching check in my billing system. I do this all manually. It takes me days.

Now I just click the deposits tab where Insights has automatically pulled all my bank transactions in. It's automatically matched every transaction to a set of checks, remits, and claims that I can audit.