EOB to ERA Converter for Tebra, Kareo & AdvancedMD — Automated Payment Posting

EOB to ERA Converter for Tebra, Kareo & AdvancedMD

Specializing in:

• ✅ Tebra (formerly Kareo) — API Integration for direct payment posting
• ✅ AdvancedMD — ERA file drop for seamless posting
• ✅ All EHRs — Standard X12 835 format for universal compatibility

Your clearinghouse sends EOBs as PDFs. Your Tebra, Kareo, or AdvancedMD EHR needs ERA 835 files to auto-post payments. The gap costs your practice $500+ per month in staff time for manual data entry.

TKTech’s EOB to ERA Converter bridges that gap automatically — no more manual payment posting, no more data entry errors, no more wasted staff hours.

How It Works

1. Automated EOB Processing

• PDF Ingestion: Our system monitors your designated folder (email, SFTP, or local directory) for incoming EOB PDFs
• Smart Extraction: AI-powered OCR extracts payment data — patient name, claim number, service dates, procedure codes, paid amounts, adjustments, and denial codes
• Multi-Payer Support: Works with Medicare, Medicaid, and commercial payers — each with different EOB formats

2. ERA 835 File Generation

• Standards-Compliant: Generates valid X12 835 transaction sets that pass HIPAA validation
• Complete Data: Includes all required segments — patient demographics, claim-level adjustments, service line details, reason codes
• Batch Processing: Groups payments by check/EFT number for easy reconciliation

3. Direct EHR Integration

• API Posting (Tebra/Kareo): Uses the native Tebra and Kareo APIs to post payments directly to patient accounts — no manual steps required
• File Drop (AdvancedMD, eClinicalWorks, NextGen): Generates ERA files in the exact format your EHR expects, drops them in the designated import folder for automatic posting
• Verification: Confirms successful posting, flags any mismatches, and provides detailed logs for reconciliation

4. Recoupment Detection

• Automatic Flagging: Detects insurance takebacks/recoupments from negative payment amounts
• Reversal Handling: Posts reversals and resets claim status for appeal
• Appeal Queue: Pre-assembles appeal context — denial codes, remark codes, original payment details

What Problems Does This Solve?

Manual Payment Posting

Before TKTech:

• Staff spends 2-4 hours daily entering payments from PDF EOBs
• Typos and misread amounts cause AR aging issues
• Payments lag 1-3 days behind actual deposit

After TKTech:

• Payments post within 30 minutes of EOB receipt
• Zero data entry errors
• Staff time freed for denial follow-up and patient calls

Insurance Takebacks

Before TKTech:

• Recoupments discovered weeks later during reconciliation
• 10-15 clicks per claim to unapply payment, post reversal, reset status
• Appeal deadlines missed because claims aren’t reset in time

After TKTech:

• Recoupments flagged same-day from ERA files
• One-click reversal with automatic claim reset
• Appeal queue with all context pre-loaded

Missing or Partial Payments

Before TKTech:

• AR aging shows balances but no visibility into WHY insurance didn’t pay in full
• Manual cross-reference between EOB and ledger

After TKTech:

• Adjustment reason codes and remark codes posted automatically
• One-click view of denial reason per service line
• Dashboard shows denial trends by payer and reason code

Technical Details

Supported Payers

• ✅ Medicare (all MACs)
• ✅ Medicaid (Florida, multi-state coming soon)
• ✅ Blue Cross Blue Shield (all plans)
• ✅ UnitedHealthcare / Optum
• ✅ Aetna
• ✅ Cigna
• ✅ Humana
• ✅ Other commercial payers (custom format mapping available)

Supported EHR Systems

⭐ Primary Support (API Integration):

• ✅ Tebra (formerly Kareo) — Direct API posting with real-time verification
• ✅ Kareo — Legacy systems fully supported

⭐ Primary Support (ERA File Drop):

• ✅ AdvancedMD — Optimized ERA 835 format for AdvancedMD
• ✅ eClinicalWorks — Native ERA import format
• ✅ NextGen — Compatible ERA file generation

✅ Universal Support:

• Any EHR system that accepts standard X12 835 ERA files
• Custom format mapping available for unique payer requirements

Data Security & HIPAA Compliance

• No Cloud Storage: All processing happens on infrastructure you control (on-premises or your VPS)
• Encrypted Transit: TLS 1.3 for all data in flight
• Audit Logs: Complete trail of every EOB processed and every payment posted
• BAA Included: Business Associate Agreement signed before go-live

What You Need

• EOB Delivery Method: Email forwarding, SFTP access, or designated folder monitoring
• EHR Credentials: API keys (for Tebra/Kareo) or ERA import folder path (other systems)
• Hosting (optional): We can host on Hetzner infrastructure or install on your server

Pricing

Standard Plan — $200/month

• Up to 500 payments/month
• EOB PDF ingestion (email or SFTP)
• ERA 835 file generation
• Basic recoupment detection
• Email alerts for posting errors

Professional Plan — $300/month

• Up to 1,500 payments/month
• Everything in Standard, plus:
• API-based auto-posting (Tebra/Kareo)
• Advanced recoupment handler with appeal queue
• Denial trend dashboard
• Phone support

Enterprise Plan — $400/month

• Unlimited payments
• Everything in Professional, plus:
• Multi-practice support
• Custom payer format mapping
• Dedicated Slack channel
• On-premises installation option

Volume Discounts: $150/month per additional 1,000 payments above plan limits

Frequently Asked Questions

Q: Does this replace my biller?
A: No. This replaces the manual data entry step. Your biller still reviews denials, files appeals, and follows up on unpaid claims — they just spend less time typing and more time on strategy.

Q: What if the OCR misreads an amount?
A: Every payment goes through validation — amounts are cross-checked against expected ranges, and any outlier triggers manual review before posting. We’ve processed 50,000+ payments with a 99.7% accuracy rate.

Q: Can I try it before committing?
A: Yes. We offer a 30-day pilot — send us 2-4 weeks of historical EOBs, we’ll process them, and you can review the output before anything posts to your EHR.

Q: How long does setup take?
A: Typical onboarding is 1-2 weeks:

• Week 1: Credential exchange, EOB delivery setup, test file processing
• Week 2: Live pilot with manual approval before auto-posting, staff training

Q: What happens if my clearinghouse changes their EOB format?
A: We monitor for format drift. If a payer changes their layout, we update the extraction logic and notify you — no downtime.

Get Started

Ready to eliminate manual payment posting? Request a demo or send us a few sample EOBs and we’ll process them for free to show you exactly what you’d get.

Current Availability: Open for new practices. Setup typically starts within 1 week of contract signature.