JotPsych Notes

5 steps to turn a signed note into a paid claim

Create the claim, clear what blocks it, and submit it once. Then match the payer's payment to your bank deposit before you count the claim as paid.

Marcus Irven
Head of Engineering, JotPsych

Your clinician signs the note, and the visit is ready to bill. After the claim goes out, files come back from a clearinghouse and the payer.

The stages of one claim, from a signed note to a bank deposit

left to right, in the order each stage happens

Your practice

Clinician signs the note

You create the claim

Nothing blocks the claim

You submit the claim

Clearinghouse, payer, and bank

Clearinghouse accepts the file

Payer accepts the claim

Payer sends its decision and payment

Deposit reaches your bank

Each stage on the bottom row waits on the stage before it, so the first stage still missing shows where your claim is now.

Create the claim from the signed visit. On Encounters, a signed visit with no claim shows Create claim. You own that step as the biller.
Fix each blocker in the record it came from. Blockers are the problems that stop your claim, such as a member ID in the wrong format. You can't select Submit claim until none is left, but warnings and suggestions never block your claim.

Where to fix a problem that blocks a claim

each kind of problem, and the record that holds its value

Fixes at the source

What blocks the claimWhere to fix it

A member ID or payerYour patient's insurance record

Your billing identity or a clinician's National Provider IdentifierYour practice settings

Something in the visit noteThe visit note, fixed by its author

Once a value is fixed at its source, the next claim for the same patient or practice won't stop on the same problem.

Submit the claim once. Keep the claim page open, and don't select Submit claim again in another tab. Your claim has gone out when the claim page reads With payer: locked. Not sure it went? Reload the claim page and look for that status before you submit the claim again.
Read the two receipts. The 999 is the clearinghouse's receipt, and it says whether your claim arrived with format errors, per section 50.2 of the Medicare claims manual. The 277CA is the payer's receipt, and it says whether the payer accepted your claim for processing, per section 50.3.3. Neither receipt is the payer's decision.
Match the payer's payment to your bank deposit. The 835 is the payer's remittance advice, the federal standard file for its decision and payment. Payer paid is what the payer says it paid, not proof of a deposit. Open the claim's Money tab, and match the Check / EFT trace number (EFT is electronic funds transfer) against your bank deposit.

Nothing from the payer for 30 days? Your claim moves to Awaiting payer. Call the payer then.

In JotBill, the claim page's Clearinghouse row shows the 999, the 277CA, and the 835 as each one arrives.

Sources:

Centers for Medicare & Medicaid Services, Medicare Claims Processing Manual, Chapter 24, Rev. 13105, issued April 10, 2025, sections 50.2 and 50.3.3, read October 2, 2026.
Department of Health and Human Services, 45 CFR 162.1602, the standard for health care payment and remittance advice, read October 2, 2026.