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A lockbox is a physical mailing address managed by Lemma where your practice receives checks, EOBs, and other payer mail. Lemma scans everything that arrives, deposits any payments into your linked bank account, and ties the rest back to your claims so you have a single place for payer correspondence.

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How it works

  1. Lemma assigns a unique mailing address to your business
  2. Instruct payers (insurance companies, patients, etc.) to send checks and correspondence to this address
  3. When mail arrives, we scan and display it in your Lockbox page
  4. Payments are processed automatically and correspondence is parsed for claim data

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Receiving payments in your lockbox

Your lockbox captures every piece of mail a payer sends you, whether or not money is attached. Lemma scans each item, parses any EOBs it finds, and can generate 835 files to send back into your EHR, so it’s worth pointing payers at your lockbox even when they’re paying you some other way. That way EOBs, correspondence, and payments all land in one place and stay tied to the right claims.

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Checks

Paper checks are scanned on arrival, deposited into your linked bank account, and posted to your transactions page so you can reconcile them alongside the rest of your activity. You don’t need to endorse or deposit anything yourself.

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Virtual card payments

Some payers (like Zelis) send payment as a virtual card instead of a paper check. When one of these arrives in your lockbox, Lemma automatically charges the card on your behalf, so you don’t have to key in card numbers or handle the payment manually. Virtual card payments show up in your transactions as two separate entries:
  • Card amount — the gross payment from the payer
  • Card processing fee — the fee charged to accept the card
Splitting the payment this way makes reconciliation straightforward: the card amount matches what the payer said they were paying you, so credit card deposits line up with what your service billed for instead of arriving slightly short.

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Viewing lockbox mail

The Lockbox page shows all inbound mail items with:
  • Date received
  • Sender’s name
  • Mail type — check, virtual credit card, EOB, or general mail
  • Status — whether the check or card payment has been processed
Click on any a mail item to view its scanned image and deposit details.

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EHR integration and claim reconciliation

Lemma integrates with your EHR to automatically match incoming payments against the claims you submitted. Checks, virtual card payments, and EOBs from your lockbox are reconciled against open claims so you can see exactly which visit or service each deposit covers, without manually cross-referencing remittances. Read our insurance payments page for more on how EOBs and claim matching work. Some payers (like Zelis) send payment as a virtual card instead of a paper check. When one of these arrives in your lockbox, Lemma automatically charges the card on your behalf, so you don’t have to key in card numbers or handle the payment manually. Virtual card payments show up in your transactions as two separate entries:
  • Card amount — the gross payment from the payer
  • Card processing fee — the fee charged to accept the card
Splitting the payment this way makes reconciliation straightforward: the card amount matches what the payer said they were paying you, so credit card deposits line up with what your service billed for instead of arriving slightly short.