Post an Adjustment
***When doing an Adjustment, you must be connected to a Reference Batch.***
Examples of Adjustments:
The Patient has a small balance that is too small to generate a Statement.
The Patient is deceased.
The doctor wants to do a courtesy write-off.
Adjustments can be posted in several ways.
Payments Dashboard
- This is best method to use for posting Adjustments on Multiple Patients.
Enter the Patient ID or Lookup the Patient.
The Post Date defaults from the Reference Batch. If it is blank, you need to stop and attach to a Reference Batch.
Choose an Encounter.
Select the Party: Patient or Insurance
Use the Lookup icon to choose an Adjustment Code. (Example: Patient Courtesy Write Off: WOCP)
Enter the Amount.
Enter a Note if applicable.
Post Save Action: Choose one of the following:
New Adjustment, Same Patient
New Adjustment, Different Patient
Previous Screen
Select Save [F2].
Patient Dashboard
Best for Adjustments for one Patient across Encounters.
The process is the same as above except the Patient field will default from the Patient Dashboard.
Encounter Dashboard
Best for Adjustments for one Encounter.
The process is the same as above except the Encounter is already chosen from the Encounter Dashboard.
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Add Multiple Adjustment Lines
Select Add Additional Adjustment Line to do another Adjustment on the same Encounter. More Transaction Codes will be available for the new line.
In the example, an Insurance Write Off (WOI) was done on the first line. On the added line, a Patient Write Off (WOP) was done.
Rebill the Claim from the Adjustment screen
If the Rebill box is selected, the claim will automatically be re-statused to Ready for Resubmission when the Post Adjustment screen is Saved.
Post Adjustment Transaction Codes
The Party selection (Patient or Insurance) will dictate which Adjustment Codes are available.
- For example, WOP-Write Off Patient can only be used against a Patient Balance because the Transaction Code is set up for Patient Only (PAT).
- If the Transaction Code will 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 of errors when choosing one.
Reverse an Adjustment
Example 1: The Secondary Insurance allowed more than the Primary allowed. To Reverse part of the Primary Write Off that has already been posted, you can use the Post Adjustment.
Select Post Adjustment.
Select Party: Choose the Secondary Insurance.
Use the Adjustment Code, WOI.
Enter the Amount that you want to Reverse as a negative number.
Select Save [F2].
The Encounter will now have a zero balance.
Example 2: Insurance Balance was written off with a CO150 (Medical Necessity), but later a Payment was received from the Insurance. Since the balance is zero, the CO150 needs to be reversed so that a negative balance will not be created when posting the Payment as seen below.
This is corrected by adding a Negative Adjustment for the CO150 Write Off.
Select Post Adjustment.
Select Party: Choose the Secondary Insurance.
Use the Adjustment Code, WOI.
Enter the Amount that you want to Reverse as a negative number.
Select Save [F2].
The Encounter now has a zero balance.
Delete an Adjustment
Make sure there are no Payment Transactions on the same Receipt. When you delete a Receipt everything with that same Receipt number will be deleted.
If an Adjustment was entered in error, it can be deleted if the Reference Batch is in an open Period.
On the Encounter Dashboard, expand the Transactions using the Plus icon.
Select the Receipt Number link.
In the example below, there are no other Transactions connected to Receipt 12663 that are being deleted. However, if Receipt 12661 was deleted, all three Transactions would be deleted. A deletion cannot be reversed.
On the Receipt Dashboard, select the Delete button. (If the button is grayed out, make sure that you are attached to a Reference Batch. If it is still grayed out, the Adjustment cannot be deleted.)
Enter a Reason for the Deletion.
Check the box to acknowledge that you understand that this action cannot be undone.
Select the Submit button.
Undo an Adjustment
The Undo/Redo button can be used to Undo an Adjustment. It has the same effect as a Deletion except the Receipt remains on the Encounter and is highlighted in Red.
If there are Payments on the same Receipt as the Adjustment, the Payments must be re-posted or disbursed. This is not a Deletion.
The Undone Transactions are hidden unless you choose to see them by checking the Include Undone Transactions box.
Expand the Transactions using the Plus icon.
Select the checkbox beside the Receipt to Undo.
Select the Undo Posting button.
Enter a Reason for the Undo in the Note field.
Select Save [F2].
Learn More
Undo/Redo Transactions
Adjustments for Balance Forward
Custom Adjustments
Find an Adjustment Receipt
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