Add/Modify/Delete Transaction Codes

Add/Modify/Delete Transaction Codes

There are System delivered Transaction Codes for Payments, Adjustments, Write-Offs, Transfers, and Collections, but Custom Transaction Codes can be added by the User. (Permissions controlled)

Add Custom Transaction Codes

Mimic the setup of an 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.


  1. Select Add.

  2. Code: Use an alphanumeric code (up to 10 characters) to identify this Transaction Code.

  3. 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.

  1. Group: Choose the Group that fits the use of this Transaction.

    • 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

  1. Description: Will show anywhere the Transaction is displayed (Patient Dashboard, Encounter Dashboard, etc).

  2. Abbreviation: Used for reports and on screens where space is limited.

  3. Responsibility: From the dropdown list, choose the party where you want this Transaction Code used. This determines when the Transaction Code is allowed to be used. For 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 simply using "ALL") will reduce the opportunity for errors in code use.

  4. Display on Statement: From the dropdown list, choose the party where you want this Transaction Code used. Making a choice here, makes the Statement Description box available.

  5. Statement Description: Control the verbiage displayed on the patient's statement. The Description entered here will override the standard description when this Transaction appears on a statement.

  6. Provider: (Rarely Used) If this code is only applicable to a specific Provider, choose the Provider ID here.

  7. Report As: Determines how/where Transactions with this Code are reported on financial reports (does not impact Interactive Aging).
    If nothing is chosen, this Transaction will not show on financial reports, though it will reflect on your Interactive Aging based on your Debit/Credit selection. This field is mandatory by default.

  8. Active: Determines if this Transaction Code is available to use.

  9. Significant: This feature allows for certain Transactions to be 'hidden' on the Encounter Dashboard which cleans up the display. There is a checkbox on the Encounter Dashboard to "Include Non-Significant Transactions". Unless that box is selected on the Encounter Dashboard, Transactions that are not flagged as 'Significant' will not show.

  10. Mass Write Off: When checked, this Transaction Code will be available on the Mass Write-Off screen. Learn more about Mass Write-Off.

  11. Select Save [F2].


Write-Off vs. Adjustment

You can decide how you want to utilize Write-Offs and Adjustments. Below explains how the Write-Off and Adjustment Codes are usually handled.

  • Adjustment: Usually, Adjustment is used when the Insurance requires a write-off, such as CO45.)

  • Write-Off: Mostly used when the Practice decides to do a write-off, such as, Write-off - Small Balance (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.

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].




    • Related Articles

    • 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. ...

    • Add/Modify a Procedure Code (CPT)

      CPT® Codes (Current Procedural Terminology) is a uniform medical language that defines the Procedures or Services performed by a qualified healthcare professional. They are referred to in the System as CPT or Procedure Codes. Adding fees directly to ...

    • Custom Queries - Admin

      Custom Queries - Admin These are custom SQL queries that are written for clients to extract specific information to meet specific needs. There may be a charge for the creation of the Custom Query and will be presented to the client before starting ...

    • Undo a Posted Payment or an Adjustment

      Undo a Posted Payment or an Adjustment The System has an Undo Posting feature on the Encounter Dashboard where you can manage incorrectly posted Payments and Adjustments. Undo can be used to correct the posting on a Receipt. Example: A payment was ...

    • Custom Encounter Query (CEQ) Report

      The CEQ is a custom report/query tool that queries Encounter Data. Reports > Custom Encounter Query Build a Custom Encounter Query Filter Criteria: Add your filter criteria by clicking the Plus symbol beside "And". The filters you choose will ...