The System delivers pre-defined Transaction Codes for Payments, Adjustments, Write-Offs, Transfers, and Collections, which cannot be changed by the User.

You are not limited to the pre-defined Transaction Codes.

• System delivered Codes in the Transaction Code Library can be customized.

• Certain fields cannot be changed once the Code is used.

• Custom Transaction Codes can be added and modified. (Controlled by Permissions)

Add Custom Transaction Codes

Mimic the setup of a similar existing Transaction Code when adding a new Transaction Code. The Code, Type, and Group cannot be changed once the Transaction Code has been used.

1. From Libraries on the left Side Menu, select the Transaction Codes button.

2. Use the Filter Criteria to search for a Transaction Code before adding a new one to prevent duplication.
3. Select Add.
4. Code: Use an alpha/numeric code (up to 10 characters) to identify the Transaction Code.
5. Type: Choose Credit, Debit, or Note 

• Credit: Reduces the balance
• Debit: Increases the balance
• None: Has no impact on the balance, such as a Note Transaction

6. Group: Use the dropdown to choose the Group that fits the use of the Transaction Code.
7. Description: Shows anywhere the Transaction is displayed (Patient Dashboard, Encounter Dashboard, Etc).
8. Abbreviation: Used on Reports and on screens where space is limited.
9. Background Color: The Background Color will display in the Transactions on the Encounter Dashboard. Coming Soon in Release v. 4.10

• This can be beneficial in understanding the flow of Transacations.
• Example: You want all Write-Off Transaction backgrounds to be red.

10. Text Color: Use the Text Color to make the print more visible. Coming Soon in Release v. 4.10

• Example: If you use a dark background, you may want to change your Text Color to white.

11. Responsibility: Use the dropdown to choose the Party where you want this Transaction Code used.

• This determines when the Transaction Code is allowed to be used.
• Example: If the Code is to be used for writing off Patient balances, Patient Only would be the correct choice.
• Restricting the availability of a Transaction Code instead of using ALL will reduce the risk for errors in the use of the Code.

12. Display on Statement: Use the dropdown to choose the Responsible Party.

• This determines the conditions under which the Transaction will be displayed on Statements.
• The options available will vary based on the Responsibility that was selected.
• Selecting an option here opens the Statement Description field.

13. Statement Description: Control the verbiage displayed on Statements.

• The Description entered here will override the standard description when this Transaction appears on a Statement.

14. Provider: (Rarely Used) If this code is only applicable to a specific Provider, choose the Provider ID here.
15. Report As: Determines how/where Transactions with this Code are reported on Financial Reports (does not impact Interactive Aging). Learn More: Write-off vs Adjustment

• This field is mandatory by default.
• If nothing is selected from the dropdown, the Transaction will not show on Financial Reports.
• However, it will be reflected on the Interactive Aging Report based on your Debit/Credit selection.

16. Active: Determines if the Transaction Code is available to use.
17. Significant: This feature allows for Transactions to be seen or hidden on the Encounter Dashboard, resulting in a cleaner display.

• Transactions that are not flagged as Significant will be hidden on the Encounter Dashboard.

• On the Encounter Dashboard, selecting the Include Non-Significant Transactions option allows you to see transactions that were previously hidden.

18. Mass Write Off: When checked, this Transaction Code will be available on the Mass Write-Off screen. Learn more about Mass Write-Off.
19. Select Save [F2].

Transaction Groups

• 2R: SECONDARY INSURANCE RESPONSIBILITY
• CA: CHARGED AMOUNT ADJUSTMENT
• CO: CONTRACTUAL OBLIGATIONS
• CR: CORRECTIONS AND REVERSALS
• CRF: COLLECTIONS REFUND
• IC INSURANCE CREDIT/DEBIT
• IN: INFORMATIONAL
• IP INSURANCE PAYMENT
• NT: NOTE
• OA: OTHER ADJUSTMENTS
• PC: PATIENT CREDIT
• PD: PATIENT DEBIT
• PI: PAYER INITIATED REDUCTION
• PP: PATIENT PAYMENT
• PR: PATIENT RESPONSIBILITY
• RF: REFUNDS
• WI: WRITE-OFF INSURANCE
• WP: WRITE-OFF PATIENT

Write-Off vs. Adjustment

You can decide how to utilize the Write-Off and Adjustment Codes in the Transaction Code Library.

Report As: The reports handle Adjustments and Write-Offs differently.

• The Adjustment column mostly contains Insurance Adjustments, such as CO45, CO253, etc.

• The Write-Off column contains Patient/Insurance Write-Offs that are done by the Practice outside of what was posted from an EOB, such as a Small Balance Write-off (SBWO).

• These are the System Delivered Write-Off Transaction Codes:

• SBWO: WRITE-OFF - SMALL BALANCE
• WOCOL: WRITE-OFF - COLLECTION (This code is used by the System when an Encounter is moved to Collections).
• WOCP: WRITE-OFF - COURTESY/PATIENT
• WOI: WRITE-OFF - INSURANCE
• WOP: WRITE-OFF - PATIENT

Delete/Deactivate a Transaction Code

If a Transaction Code has been used, it cannot be deleted, but it can be made inactive.

• The Delete button will be grayed out.

Delete a Transaction Code

1. Highlight the unused Transaction Code line.
2. Select the Delete button.
3. Enter the Reason for deleting.
4. Select the Delete button.

Deactivate a Transaction Code

If you no longer want a specific Transaction Code to be used, make it inactive.

1. Select the Transaction Code.

2. Uncheck the Active box.
3. Select Save[F2].

The Transaction Code is removed from the Active List, but can be seen again by selecting the Include Inactive Codes checkbox in the Filter Criteria.