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Inside an EOB

This is the screen you get after you click a file on the EOB Dashboard. One remittance, all of its patients, and the place you actually approve and post.

The page has two layers:

  1. The patient list for this file (the “who is on this check?” table).
  2. One patient at a time, with three tabs: EOB Review, Open Dental, and Audit.

The patient list

Each row is a person Ordo read from the PDF. You will typically see name, patient / subscriber identifiers, claim, date of service, procedure count, amount, Open Dental id (after a match), and a review status.

Search, sort, pages

  • Search by name, identifiers, subscriber, or claim-ish text.
  • Click a column header to sort.
  • Change page size (5, 10, 25, 50) if the remittance is long.

Checkboxes and Fetch Open Dental

This is the most important habit on the page.

  1. Tick one or more patients you are about to work.
  2. Click Fetch Open Dental.
  3. Wait until the fetch finishes.
  4. Then open a patient.

Fetch loads matching chart data from Ordo’s copy of Open Dental. Opening a patient before fetch only shows the EOB side. People often think the Open Dental tab is “broken” when they skipped this step.

Example. Mike ticks Maria Santos and James Lee, clicks Fetch Open Dental, then opens Maria. The Open Dental tab now lists claim candidates. If he had opened Maria first, he would have stared at an empty or EOB-only panel and wasted five minutes.

You can fetch again later if someone just posted a claim in Open Dental and you need a fresh copy.

Review statuses on the row

Status you might see What to do
Not fetched Tick the patient, click Fetch Open Dental, then open the row.
Pending Matching has not decided yet. Fetch if you have not; then look.
Needs review Ordo is unsure, or identity checks failed. Open Audit.
Approved Someone confirmed the claim. Ready to post (if your role allows).
Posted Payment is in Open Dental. You are done with this person on this file.
Rejected Match was thrown away. Decide whether to try another claim or leave it.
No match No plausible Open Dental claim. Search the chart; you may need to post by hand in Open Dental.
Failed Fetch or a later step failed. Retry fetch; check API logs if it keeps failing.

The file can stay Extracted while people on it are in different statuses. Full map: Statuses.

Tab 1 — EOB Review

This is “what the insurance company wrote,” as Ordo read it.

You will see the extracted patient, their claims, and procedure lines: CDT codes, dates, plan covered amounts.

If your role includes Edit extracted data, you can correct a misspelled name or a wrong amount before matching. Fix the EOB side here when the PDF was read slightly wrong. Do not “fix” Open Dental by editing this tab — Open Dental is the next tab.

Example. The PDF printed MARIA SANTOS but Ordo captured MARIA SANT0S (zero instead of O). Mike edits the last name on EOB Review, fetches again, and the match confidence jumps.

Tab 2 — Open Dental

This is the posting desk. Full walkthrough: Matching and remarks.

In short:

  1. Ordo lists claim candidates. The recommended one is pre-selected when it is confident.

  2. You compare procedure lines:

    Column Meaning
    EOB Plan covered amount from the remittance.
    Open Dental What Ordo will write as InsPayAmt, plus the Open Dental procedure number when matched.
    Difference Leftover when the EOB line has no matching Open Dental procedure.
    Status Match or Differs.
    Remark Editable note on that line.

  3. You Approve match (still nothing written).

  4. You Post payment (writes amounts and notes).
  5. Or you Reject match if it is the wrong visit.

Hard mismatch

If the candidate shows Hard mismatch, identity checks failed (patient, date of service, or procedure codes). Amounts might still add up. Do not approve until you pick a different claim or reject. Open Audit to see which check failed.

If Open Dental changed after you approved, Ordo will ask you to review again rather than overwrite quietly.

After a successful post you should see a confirmation, including the Open Dental claim payment number when the API returns one.

Tab 3 — Audit

Audit is the “show your work” list. Each signal is one comparison:

  • Patient ID
  • Patient name
  • Date of service
  • Payer
  • Provider
  • Procedure codes
  • Amount reconciliation

A failed signal reads in plain language, for example:

Patient name mismatch — EOB has MARIA SANTOS. Open Dental has MARIA SANTOS-LEE.

Use Audit when:

  • Status is Needs review
  • You see Hard mismatch
  • The dollars match but your gut says it is the wrong visit (twins, same last name, two cleanings in one month)

Other buttons on this page

  • Export — download this file’s current view (or the open patient tab).
  • Summary / board panels — totals for the remittance, useful on a long file.
  • Back to dashboard — returns to the inbox. Your work is saved; you do not “lose” an approval by leaving.

Worked example (one patient)

File: Cigna_Remit_Aug24.pdf
Patient: Maria Santos
EOB: D0150 (exam) plan covered $42.00; D1110 (cleaning) plan covered $100.00
Open Dental: Claim 18421, same date of service, same two codes.

  1. Mike selects Maria, clicks Fetch Open Dental.
  2. He opens Maria. EOB Review shows $142.00 total plan covered.
  3. Open Dental tab recommends claim 18421. Both lines say Match.
  4. Audit: all signals green.
  5. Mike clicks Approve match. Toast: nothing posted yet.
  6. Jennifer (who can post) clicks Post payment.
  7. Confirmation appears with a claim payment number. Maria’s row says Posted.

If step 3 had recommended last year’s claim instead, Mike would pick the June 12 claim from the candidate list — or Reject match and stop.