How to Post an Adjustment or Write-Off

1. Open the patient’s payment window and select the Adjustments / Write-Offs tab.
2. Review the patient and invoice information at the top of the screen to confirm you are working on the correct patient, invoice, service date, provider, and insurance.
3. In Adjustment Type, choose the type of adjustment you want to post, such as Write-Off.
4. In Reason Code, select the appropriate adjustment reason, such as WO – Contractual Write-Off.
5. Enter an Adjustment Reason if additional explanation is needed.
6. Add an Adjustment Note to document why the adjustment is being posted. For example:
   “Per EOB: Payment adjusted per plan contracted agreement.”
7. Under Apply To, choose where the adjustment should apply:
   • This Invoice/Encounter to adjust the current invoice only.
   • Multiple Encounters if the adjustment applies to more than one encounter.
8. Under Apply To Level, choose how the adjustment should be applied:
   • Line Item(s) to adjust specific procedure lines.
   • Invoice Total to apply the adjustment at the invoice level.
9. Under Post As, choose whether the adjustment should be posted as:
   • Insurance Adjustment
   • Patient Adjustment
10. In the line item table, find the procedure line that needs the adjustment.
11. Enter the adjustment amount in the Adjustment field for that line item.
12. Select a line-level Reason if needed. This allows each procedure line to have its own adjustment reason.
13. Check the Write-Off box if the amount should be written off and removed from the balance.
14. Check the Apply box for each line item that should receive the adjustment.
15. Review the totals at the bottom of the screen:

• Total Charge
• Total Payment
• Total Adjustment
• Patient Balance After

16. Select Post Adjustment to save the adjustment.
17. Select Post & Close if you want to save the adjustment and close the window.
18. Select Cancel to exit without posting the adjustment.

Notes

The reason fields on the left define the overall reason for the adjustment. The reason field on each line item allows you to assign a different reason to individual procedure lines when needed.

The Apply checkbox is required so the system knows which line items should actually receive the adjustment. An amount entered on a line will not be posted unless that line is selected to apply.