Insurance Checks — Reconciliation

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checks need attention

Blue Shield checks — who has the money Blue Shield says whether each check was cashed and to whom it was made out; the scans, the tracker and eCW say whether Helixona has it.

Check #	SharePoint	Folder · file	Copy $	Blue Shield $	Blue Shield	eCW	Verdict	What to do
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How to read this

● Cashed, not in eCW: Blue Shield shows the check was cashed, but eCW has no payment under that number. Enter the payment in eCW.
● Not in eCW: A scanned check from another payer (Cigna, Aetna, Health Net…) that eCW has no payment for. If it is not in eCW, we do not have it. Enter the payment in eCW.
● Entered, unposted: The payment exists in eCW but part of it was never applied to claims. Finish posting it.
● No copy of check: Blue Shield cashed it, no folder holds its image and the Insurance Check Tracker does not list it. Scan it into Insurance Checks.
● In tracker, no scan: The team logged it in the Insurance Check Tracker as received, but no folder (Posted or Unposted, any date) holds its scan. Find it or scan it.
● Amounts differ: The copy, Blue Shield and eCW do not agree on the amount. Check which one is right.
● Posted: In eCW, fully applied, copy on file, amounts agree. Nothing to do.
● Not cashed yet: Blue Shield issued it but the bank has not cashed it. Wait.
● Other payer: Blue Shield does not list this check (another insurer, or outside the search window), so only eCW can vouch for it. Informational; the verdict comes from eCW.
● eCW not checked: eCW could not be read on the last run. Nothing can be said about these until the next run.

835 in eCW, not posted — eCW holds the payer's electronic remittance (the 835 file, Billing › ERA) and nobody has posted it. The payer says the money was sent; it does not say the check reached Helixona. 835 only means no scan, no Blue Shield row and no payment in eCW know this number at all.

🏦 Deposit — one scan holding the bank deposit slip and the checks deposited with it. Click the row to open it: each check inside is compared with Blue Shield and looked up in eCW on its own, and the deposit total is the slip's. (slip only) marks a check written on the slip whose own page was not in the scan.

Who has the money (Blue Shield checks) — Cashed by Helixona: Blue Shield says cashed and the check is scanned, in the tracker or posted in eCW. Cashed by patient: cashed, made out to the patient, nothing at Helixona — bill the patient. Cashed, not on file: cashed, made out to Helixona, no scan or record — verify with the bank. Missing, ask Blue Shield to reissue: issued more than 45 days ago, never cashed, not received. In transit: issued within 45 days, not received yet. In hand, not cleared: received, the bank has not cleared it.

📎 Batch scan — several checks scanned into one file with no deposit slip (a stack of EOBs, each with its check). Every page is read; each check inside is its own row, and the band's total is the sum of them.

📒 Tracker — the team's Insurance Check Tracker spreadsheet. A check is matched on its number wherever its scan was filed, not by the folder its dates point to.

Sources: the scans in SharePoint › Insurance Checks (Posted Checks / Unposted Checks, every year and every date folder), the Insurance Check Tracker, Blue Shield Provider Connection (Check/EFT status), and eCW › Billing › Payments since 07/01/2025. eCW is the source of truth: a check that is not in eCW is a check we do not have, whoever the payer. Each scan is read once and kept; the comparison is refreshed on every run.