We already receive 835 electronic remittances. Why capture paper?

An 835 is already data, so post it directly. Paper remains for payers and plans that do not send one, member EOBs that patients forward for secondary billing, denial letters, appeal decisions, authorizations and correspondence. That is the mail capture is for.

Does CapturePoint 6 post payments?

No. It splits the mail into documents, recognizes each type, reads the fields and files the PDFs. The data file it writes is what your billing or practice management system, or the person posting, works from.

Is it HIPAA compliant?

No software makes an organization compliant on its own. CapturePoint 6 is built for HIPAA-regulated work: it reads documents on your own PC, so patient documents are not sent to a cloud service to be read, and it warns before a private value goes into a file name. Content Central adds permissions, an audit trail and retention on your own servers. Ademero signs business associate agreements.

Can it read handwriting on forms patients fill in?

Do not count on it. Plan for handwritten entries to wait for a person. The Healthcare sample job does read the option a patient selected on an ABN as one value.

EOB and Medical Claims Document Capture

Why paper still hurts the revenue cycle

Electronic claims and remittances carry most of the volume, but every billing office still opens envelopes and fax trays every day: an EOB from a plan that does not send electronic remits, a denial letter with an appeal deadline, a prior authorization decision, a member EOB a patient forwarded for secondary billing.

Each one belongs to a patient, a claim and a payer, and each one asks for an action: post a payment, work a denial, file an appeal, bill the patient. Mis-indexed mail means a payment never posted or an appeal window missed, and every page is protected health information.

The documents in the mail

The Healthcare sample job that ships with CapturePoint 6 recognizes the paperwork below and reads these fields from each. It is a fair map of what a billing office receives.

DocumentExplanation of benefits: Fields the Healthcare sample job readsStatement reference, statement date, member ID, member, plan name, patient responsibility
DocumentProvider remittance advice: Fields the Healthcare sample job readsPayer, payment reference, payment date, payee, payee NPI, payment amount
DocumentHealth insurance claim: Fields the Healthcare sample job readsInsured, patient, date of birth, account number, payer, billing provider and NPI, total charges
DocumentEncounter form or superbill: Fields the Healthcare sample job readsAccount number, patient, service date, rendering provider, total charges
DocumentAdverse benefit determination (denial): Fields the Healthcare sample job readsPayer, decision date, claim number, patient, member ID
DocumentReconsideration and appeal: Fields the Healthcare sample job readsPatient, claim number, disputed amount, appeal reason, appellant, payer, appeal date
DocumentPrior authorization determination: Fields the Healthcare sample job readsReference number, member ID
DocumentSpecialist referral authorization: Fields the Healthcare sample job readsReferral number, date, patient, referring provider, referred to, reason
DocumentEligibility and benefits verification: Fields the Healthcare sample job readsTransaction ID, inquiry date, patient, member ID, plan, coverage status, payer
DocumentInsurance ID card: Fields the Healthcare sample job readsMember name and ID, group number, payer ID, effective date, plan name, Rx BIN
DocumentPatient statement: Fields the Healthcare sample job readsBilling provider, statement date, account number, due date, patient, guarantor
DocumentAdvance beneficiary notice (ABN): Fields the Healthcare sample job readsNotifier, selected option, signature date, beneficiary
DocumentCoordination of benefits questionnaire: Fields the Healthcare sample job readsReference, member ID, patient, other coverage reported, requesting payer
DocumentFax cover sheet and batch separator: Fields the Healthcare sample job readsRecognized as their own types, so they never merge into a patient document

Document	Fields the Healthcare sample job reads
Explanation of benefits	Statement reference, statement date, member ID, member, plan name, patient responsibility
Provider remittance advice	Payer, payment reference, payment date, payee, payee NPI, payment amount
Health insurance claim	Insured, patient, date of birth, account number, payer, billing provider and NPI, total charges
Encounter form or superbill	Account number, patient, service date, rendering provider, total charges
Adverse benefit determination (denial)	Payer, decision date, claim number, patient, member ID
Reconsideration and appeal	Patient, claim number, disputed amount, appeal reason, appellant, payer, appeal date
Prior authorization determination	Reference number, member ID
Specialist referral authorization	Referral number, date, patient, referring provider, referred to, reason
Eligibility and benefits verification	Transaction ID, inquiry date, patient, member ID, plan, coverage status, payer
Insurance ID card	Member name and ID, group number, payer ID, effective date, plan name, Rx BIN
Patient statement	Billing provider, statement date, account number, due date, patient, guarantor
Advance beneficiary notice (ABN)	Notifier, selected option, signature date, beneficiary
Coordination of benefits questionnaire	Reference, member ID, patient, other coverage reported, requesting payer
Fax cover sheet and batch separator	Recognized as their own types, so they never merge into a patient document

Reading an EOB

A member EOB goes to the patient and says "this is not a bill". A remittance advice goes to the provider with the payment. Both explain the same arithmetic, claim by claim: what was billed, what the plan allows, what the plan paid, and what the patient owes.

PayerWho processed the claim, and the member services contact.
Claim number, processed date, member IDThe keys to match the EOB to your claim.
Member, patient, plan, providerSubscriber and patient, group and plan, provider and NPI, dates of service.
Service linesDate, service code, billed, allowed, discount, plan paid, patient share and codes.
TotalsBilled, allowed, deductible, copay, coinsurance, not covered, plan paid, amount owed.
What the codes meanReason and remark codes, with what each one means.

A schematic of a typical member EOB. Remittance advice adds the payment: check or EFT number, date and amount, often for many claims.

A worked example

From the healthcare sample documents that come with CapturePoint 6: a fictional EOB from Atlas Unified Healthcare, received by fax.

FieldClaim number: Value on the EOBATU7139540090
FieldProcessed date: Value on the EOB07/11/2026
FieldMember ID and group: Value on the EOBAUH371811090, GRP2178
FieldPlan: Value on the EOBAtlas Unified Choice Plus PPO
FieldProvider and NPI: Value on the EOBNorthmarch Imaging Center, 9164224451
FieldDate of service: Value on the EOB05/09/2026
FieldTotal billed: Value on the EOB1,325.56
FieldPlan allowed: Value on the EOB524.06
FieldProvider discount: Value on the EOB675.26
FieldApplied to deductible: Value on the EOB524.06
FieldNot covered by the plan: Value on the EOB126.24
FieldPlan paid: Value on the EOB0.00
FieldAmount the patient may owe: Value on the EOB650.30

Field	Value on the EOB
Claim number	ATU7139540090
Processed date	07/11/2026
Member ID and group	AUH371811090, GRP2178
Plan	Atlas Unified Choice Plus PPO
Provider and NPI	Northmarch Imaging Center, 9164224451
Date of service	05/09/2026
Total billed	1,325.56
Plan allowed	524.06
Provider discount	675.26
Applied to deductible	524.06
Not covered by the plan	126.24
Plan paid	0.00
Amount the patient may owe	650.30

The numbers check each other, and that is the habit worth building. Billed (1,325.56) less the discount (675.26) less the non-covered amount (126.24) leaves the allowed 524.06. All of it went to the deductible, so the plan paid nothing, and the patient owes the deductible plus the non-covered charge: 524.06 + 126.24 = 650.30. When a captured EOB does not balance like this, something was misread or the payer made a mistake, and either way a person should look.

Common traps

Pages that look like the start of a new document

Payer letters and statements repeat the letterhead, patient block and claim number on every page, so page two looks exactly like page one of a new document. Splitting by "new letterhead, new document" tears multi-page letters apart. Test separation on your longest denial letters and remits before you trust it.

Fax covers and batch sheets

Faxed mail arrives with cover sheets, and scanning batches often start with a separator page. Make both their own document types, as the Healthcare sample job does, so a cover sheet never becomes page one of a patient's EOB.

One remittance, many patients

A provider remittance can cover dozens of claims for different patients. Capture the payment-level fields (payer, payment reference, date, amount) for posting, keep the claim detail in the searchable PDF, and do not file the whole remit under one patient.

Codes that only the payer understands

Remittance advice uses standard claim adjustment reason codes and remark codes; member EOBs often use the payer's own codes with a legend at the bottom. Capture the codes as text, and let your billing system or staff interpret them.

Fax quality and handwriting

Faxed EOBs carry a header line across the top and lose fine print. Expect them to wait for review more often. Handwriting, such as notes on a returned form, is not something to count on.

Patient data and HIPAA

Read on your own PC. CapturePoint 6 reads and extracts on the PC itself, so EOBs and denial letters are not sent to a cloud service to be read.
Keep identifiers out of names. In the naming window, fields named as a patient ID, medical record number or similar are marked private, and choosing one for a file or folder name brings up a warning. Prefer a claim or payment reference in names.
Choose destinations deliberately. Send finished documents only where your policies and agreements allow patient data. Content Central, on your own servers, is built for HIPAA: permissions by document type and field, an audit trail of every view and download, a required reason for access, and retention schedules.
Agreements. Ademero signs business associate agreements. See HIPAA and document management.

Setting up capture, step by step

Run the Healthcare sample. Install CapturePoint 6 (the free trial starts on first launch, with no form), pick Healthcare on the welcome screen and scan the sample mail with the built-in demo scanner. Watch claims, EOBs, denials and fax covers split and read.
Teach it your own mail. Choose Use my own documents and add a folder of real payer mail from your top payers, faxes included. Setup finds the types and proposes fields.
Add what posting needs. Claim number, dates of service and the amount boxes on EOBs; check or EFT number on remits. Add a line items table for service lines if you post at line level, and teach it on a few EOBs from each payer.
Match to your accounts. Import a CSV export of open claims or patient accounts from your billing system and look up the claim number or member ID. A value that fits more than one row waits for a person.
Review with reasons. Needs review says why each document is waiting. Correct, confirm with Ctrl+Enter, and the job learns from every confirmation.
Name and file. For example RCM / Remits / 2026-07 / Atlas Unified / 2026-07-11_ATU7139540090.pdf, and denials in a worklist folder of their own.
Export. To a folder (searchable PDF, optional PDF/A, a data file and a text file) or to Ademero Content Central.

CapturePoint asking "What kind of documents do you work with?" with ten ready-made sample jobs — The CapturePoint 6 welcome: pick Healthcare to open the ready-made healthcare revenue cycle sample job.

Where the data goes next

Payment posting: the data file gives the poster payer, reference, date and amount for each remittance, with the PDF beside it.
Denial work: denial letters filed to a worklist folder, or in Content Central sent to a work queue that reminds someone when an item sits too long, so appeal windows are not missed.
Appeals: the denial, the appeal and the decision filed under the same claim number, findable together.
Secondary billing: primary EOBs filed by claim, ready to attach to the secondary claim.

Review screen with an invoice's fields and line items beside the page, and items flagged for review — The review screen: the page beside its fields and table, with each waiting item explained (shown on the Invoices sample job).

Checklist

Before claims mail capture goes live

Fax covers and batch separators set up as their own document types.
Separation tested on your longest denial letters and remits.
Claim number, member ID and payment reference captured as identifiers.
Open claims or accounts list imported for lookup and refreshed daily.
EOBs that do not balance sent to a person.
Multi-patient remits filed by payment, not by patient.
No patient identifiers in file or folder names.
Destinations limited to systems covered by your policies and agreements.

EOBs, remits and denial letters: capturing medical claims mail