Each month SaRA builds your invoice from what your payers actually paid on the RTM codes. The place to send that evidence is the Invoices page in SaRA, not email. Here is where it lives and what to send.
Where to send it
Open the Invoices page in SaRA. The Remittance documents card shows the month we are asking about and the files we already have. Click Upload files (while some of the month's claims still need a document, the button reads Send remittance documents). Drag your files into the dialog or choose them, then click Send. Several files at once is fine.
The same card has a Confirm button for the month, for example Confirm September. Once you have sent everything you have, confirm the month and your invoice is built from it. If there is nothing to send, click Tell us next to "Nothing to send this month?" and the invoice is built from what SaRA already has. If you do not confirm, the invoice goes out on the 18th from what has arrived by then.
If your card says Send us your remittances
Some practices see a card called Send us your remittances instead. You send files the same way, and there is no month to confirm.
Click Upload files and add your 835s, EOB PDFs or payment report whenever they arrive. Each file posts against your claims as it comes in, and you get an email receipt for each one. Your invoice is built the same way it always has been, so the Confirm button, the reminders and the 18th below do not apply to you.
What to send
Any of these, in any mix:
835 or ERA files from your clearinghouse or payer portal (.835, .edi or .txt, up to 10 MB each).
EOB or remittance PDFs, the paper remittances payers mail, scanned or saved as PDF (up to 20 MB each). SaRA converts each one and posts it against your claims.
A payment report exported from your EMR as .csv, .xlsx or .xlsm (up to 20 MB), one row per paid line with the patient, date of service, CPT code, amount paid and payment date. The template shows the columns we read. Your EMR's own column names are fine; we map them. Prompt users: the Detailed ERA Report, a spreadsheet from Reports, then Downloads, run by payment date. A report that only lists totals by code works too; see below.
Which report to export, by billing system
Every system can produce one of the three shapes above. The names differ; here are the ones we see most. If yours is not listed, reply to any SaRA billing email with the name of your billing system and we will tell you the exact report and the settings to pick.
Prompt: either the Detailed ERA Report (a spreadsheet of every payment line, from Reports, then Downloads, with the date set to payment date; the one we recommend) or Revenue by CPT Code Report with All Facilities selected and Date Based On set to Payment Date, exported as .xlsx. If you export one report per clinic instead, send all of them; they add up.
WebPT, Raintree, Net Health, Tebra, athenahealth and most others: the Payments by Procedure, Payment Detail, ERA posting or Remittance posting report for the month, exported as .csv or .xlsx. Include the patient, date of service, CPT, amount paid and payment date columns. A claim status, aging or A/R report is not the one: it lists words where the paid amounts should be.
Your clearinghouse (Waystar, Availity, Office Ally, Claim MD, Trizetto): the 835 or ERA download for each payment, the file your biller already pulls to post payments.
What happens next
SaRA reads each file as it arrives and posts the payments against your claims. Your invoice for the month is then built from the codes that were paid, at your contract rate per code, instead of from a quote. You will see each file listed on the card with what it covered, and you receive an email receipt for each file.
We ask for the month's documents on the 1st and remind you on the 8th and the 15th. The invoice goes out when you confirm the month, or on the 18th.
If your report only lists totals by code
Some EMRs export a summary with one row per CPT code: the code, the number of paid units and the amount paid, with no patient or date-of-service rows. Send that file the same way. SaRA keeps it, reads the code and unit columns, and prices your invoice from those units at your contract rate per code. The invoice explanation names the report it was built from. Rows with no units or no payment are left out, and a code with no contract rate is left off the invoice rather than guessed.
If a file could not be read
Two things can happen. If the file is not something we can use at all (a claim status report, a form, an empty file), the upload dialog says so on the spot and tells you what to send instead; nothing is kept. If the file is a table of payments whose columns we did not recognise, we keep it and you receive an email saying what the reader found and what reads on its own. Nothing is lost: we read that file by hand before your invoice issues, so you do not need to resend it. If you can, send one of the shapes above and the invoice updates the moment it posts.
Who can do this
The practice owner, signed in to SaRA. The card is on the owner's Invoices page. Your biller does not need a SaRA login: ask them for the 835s or the payment report and send it from the owner's login. If your billing team already drops EOB PDFs into a shared folder for SaRA, they can keep doing that; the steps for them are in Dropping EOB files for SaRA in your shared folder.
Questions about an invoice? On the Invoices page, click Something looks off? on that invoice, or reply to the invoice email, and we will go through it with you before anything is charged.