Small Balance Write-Off Procedure
Small Balance Batch Write-off
Last Revised 5/22/2021
Overview:
This program is designed to write-off uncollectable insurance and/or delinquent patient accounts based on a number of parameters which include primary and secondary insurance groups, number of days since last billing and number of statements sent.
Procedure:
Form the Main menu select #23 (Settings ) or from the legacy menu select #10 ( Management Functions ) and then #15 ( Small Balance Write-off )
or type ADJBATCH in the search apps field on the main menu.
Example Menu is below:
Procedure:
( continued )
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Enter Starting Date of Payment entry ( Includes ERA auto-posted payments )
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Enter Ending Date of Payment entry
Example: 05/01/2021 – 05/31/2021
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Number of Days since last billed ( Range 30 –365 )
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Enter number of times billed. This includes statement count when Patient Balances are checked
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Enter Transaction Code for the Insurance write-off ( Must be an adjustment code )
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Enter Transaction Code for the Patient write-off ( Must be an adjustment code )
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Enter maximum $ amounts for the batch write-off process. Leaving this field blank will write-off any $ amount.
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You may include credits for Insurance or Patient write-offs by checking the appropriate checkbox.
Click the Green Ok Check Mark to start running the write-off procedure.
See example below:
During the batch process procedure you will receive this prompt for confirmation of the first write-off:
The Insurance Code with display along with the Order Number of the policy
Example: P/S: 2 = Secondary.
For this prompt you may respond
Yes – Write-Off the amounts listed and continue to prompt for each write-off
No – Do not Write-Off this time
Yes to All – Write-Off all remaining amounts including this one and stop asking this question
Quit – Exit the program – No changes will be made past this point including this transaction
When the write-off procedure is completed, the following report is available:
06/16/2021 WRITEOFF UNCOLLECTIBLE BALANCES PAGE: 1
RANGE: 06162021-06162021 DAYS SINCE BILLED: 30 - MIN TIMES: 0 TX: w W
________________________________________________________________________________
NAME PRACT ACCT # D/O/S WRITEOFF AMT
================================================================================
BROWN, CHARLES TEST 000040 04/20/2018 17.36 w
O'DEAN, MARY A. TEST 000020 03/18/2021 50.00 w
________________________________________________________________________________
TOTALS $67.36
Accounts with balances that are out of range will list on separate report.