Reconciling medical claims without access to your Electronic Remittance Advice (ERA) is a pain. The industry hasn't made it easy to share these files across software vendors, which means a lot of manual work just to confirm you're collecting what you billed.
DocStation is committed to changing that. The Remittance Tab gives you a centralized view of incoming claim payments and direct access to download your ERA files.
A few things to keep in mind before diving in:
ERA enrollment with your payers is required for DocStation to receive automatic status updates and reimbursement details on your claims. Claims submitted before your ERA enrollment effective date will not auto-update and will require manual updates. This is based on claim submission date, not date of service.
Accessing the Remittance Tab
Click the tray icon in the left navigation bar to open the Remittance Tab.
Use the Settings gear in the top right corner to customize your table columns. Available fields include:
Payer Name
Payment Date
Payment Amount
Check/EFT Number
Payee NPI
Payee Name
Created Date
Adjustment Reasons (RARC/CARC codes)
Downloading ERA Files
To download a single ERA, click the action menu on the far right of the row and select Download ERA.
To bulk download, select multiple ERAs using the checkboxes on the left (or use the select all button at the top), click Edit Remittances, and select Download ERAs. Follow the prompts as DocStation aggregates the files.
Heads up: ERA files are in X12 format. X12 is the standard electronic format payers use to transmit remittance data — it is not an EOB and is not intended to be human-readable. It looks like a wall of code, and that's completely normal. X12 files are designed to be ingested by billing systems, clearinghouses, and third-party reconciliation tools, not read directly.
If you want a human-readable breakdown of what a payer paid and why, check the claim itself — the Copilot Claim Summary and ERA details on the claim are where that lives.
New Download Options: Claim ID Format
When downloading an ERA file, you can choose which claim ID appears in the X12 output. By default, DocStation's internal claim ID is used. If your reconciliation workflow requires matching medical claims in DocStation back to dispense records in your pharmacy management system (PMS), you can select your original script number as the claim ID instead.
This is especially useful for products billed to the medical benefit — vaccines, diabetic supplies, DME — where a claim exists in DocStation and a corresponding dispense record exists in your PMS, and your reconciliation tool or vendor needs a shared identifier to connect them.
To change the claim ID format, open the action menu on the remittance row and select your preferred option at the time of download.
Seeing a paid status but haven't received the money yet?
This can happen when DocStation receives an ERA that reflects a payment, but the actual check or EFT hasn't landed in your account yet. The ERA and the bank deposit don't always arrive at the same time. Reviewing the ERA associated with the claim can help you confirm what was paid and when the payment was issued. If you're still questioning what you see, contact the payer directly.
More questions? Reach out in the chat bubble!