From Paper EOB to Posted Payment

The Challenge

Payment posting is repetitive, necessary and expensive. In a manual workflow, staff must read each EOB, locate the correct patient and claim, interpret service-line payments and adjustments, enter the transaction into the EMR, reconcile balances, and identify exceptions that need follow-up.

Modeled practice: 100 EOB and claim posting items per business day, 22 business days per month, with an average of 5 minutes of staff time per item.

Modeled result: about 165 staff hours returned to the practice each month.Modeled on the assumptions above. Not a measurement of customer results.

The VixisEOB™ Workflow

Instead of making staff re-key information from paper or scanned EOBs, VixisEOB™ is designed to turn the document into an actionable payment-posting workflow. The objective is straight-through processing for high-confidence items, and human review only where the system detects an exception.

1. Scan / Ingest

   Staff scans or uploads the EOB. The document enters the VixisEOB™ workspace.

2. Read & Structure

   VixisEOB™ extracts payer, patient, claim, service-line, payment, adjustment, patient-responsibility and reason-code data.

3. Match

   The extracted EOB data is associated with the appropriate claim or ERA workflow.

4. Validate

   Business rules and confidence checks determine whether the item is ready for automated posting or requires review.

5. Post

   Where a tested EMR integration supports it, approved payment and adjustment data is posted back to the EMR automatically.

6. Route Exceptions

   Ambiguous items, denials, underpayments or integration failures are sent for human review and can flow into the broader CareVixis resolution workflow.

The VixisEOB™ Application

EOB review and posting workspace — scanned EOB review, extracted posting data, confidence checks, and posting and task workflows.

Sample data

Interface illustration. All data shown is sample data for representational purposes only, as the workspace itself states. The patient, the payer, the practice, the claim numbers and every amount are illustrative: not a client account, not real patient data, and not a real payer. Automatic posting is shown for the CareVixis suite; any other EHR or practice management system receives guided posting tasks.

Modeled Business Impact

The value is not simply reading the document. It comes from removing the repetitive human steps between receiving an EOB and accurately updating the practice’s system of record.

Swipe the table to see it all

$25 per hour is an assumed loaded labor cost for the practice’s own staff. It is not a CareVixis fee. See CareVixis pricing.

What the Practice Gets Back

• Time

  Staff can focus on exceptions, denials, patient issues and higher-value revenue-cycle work instead of repetitive data entry.

• Consistency

  Structured rules can reduce variation in how routine EOB transactions are handled.

• Visibility

  The workflow can distinguish items that posted successfully from items requiring intervention.

• Scalability

  As EOB volume grows, the practice does not have to increase manual posting labor at the same rate.

The Strategic Difference

The goal is not to help staff type EOBs faster. The goal is to remove routine EOB typing altogether.

Modeled Savings Across Different EOB Volumes

The modeled impact scales with volume. The table uses the same assumptions throughout: 5 minutes of manual staff time per EOB or claim posting item, 30 seconds of average human attention with automated VixisEOB™ posting, 22 business days per month, and $25 per hour loaded labor cost.

Swipe the table to see it all

At 50 EOBs a day the model returns about 82.5 staff hours a month. At 100 a day that grows to about 165 hours a month.

Methodology and Important Qualification