Adjustment Codes

Key Info
Purpose:	Configure adjustment codes for the Transactions module.
Related Module(s):	Transactions
Accessed From:	Maintenance > Transactions > Adjustment Codes
Window(s):	Adjustment Codes Adjustment Access
Dependencies:	None.

Adjustment Codes Window

Adjustment codes are used to identify the type of adjustments available for use.

The Adjustment Codes window is used to configure adjustment codes, and the Adjustment Access window is used to control access to the adjustment codes.

Adjustment Codes - Field Definitions

Field	Description
Code	A text field that indicates the code that identifies the adjustment.
Inactive	A checkbox that, when selected, indicates the code is inactive and not in use.
Description	A text field that describes the adjustment code.
Print Description	A text field that describes the adjustment code that displays on printed statements and receipts.
Type	A drop-down list that indicates whether the adjustment is a credit or debit: Debit (+): Debit type adjustments increases the amount owed. A debit adds to your institution’s receivables total. Credit (-): Credit type adjustments decrease the amount owed. A credit reduces your institution’s receivables total. Note: This field has no effect on transfers.
Apply to	A drop-down list that indicates where the adjustments can be applied: Charges Payments
Affect Today's Bank Deposit?	A checkbox that, when selected, indicates that this adjustment should appear on the daily bank deposit report as an opposing entry to the item adjusted.
Transfer Balance	A checkbox that, when selected, indicates that this adjustment code is used to transfer the balance to an insurance company or back to the patient. The amount of the adjustment doesn’t change the total amount owing on the charge or payment; it changes who is responsible for that amount.
Full Payment Reversal?	A checkbox that, when selected, indicates that this adjustment is used to reverse a payment in full. Examples: A check returned NSF or an insurance payment entered under the wrong company.
Affects Claim Total?	A checkbox that, when selected, indicates that this adjustment should affect the total amount on a claim. When selected, the treatment total is adjusted and the new amount is placed on the claim to insurance.

Adjustment Codes - Tasks

Task	Procedure
Add Adjustment Codes	Click the Clear Data () icon. Complete the fields as necessary and click the Add a new Record () icon.
Manage Adjustment Code Access	Select a listed entry and click the Level Access () icon to display the Adjustment Access window. Make any necessary changes and close the window.
Edit Adjustment Codes	Select a listed entry. Make any necessary changes and click the Modify Record () icon. Note: Once an adjustment code is created, the Code field cannot be modified.
Delete Adjustment Codes	Select a listed entry and click the Delete Record () icon. When prompted, click Yes to confirm the deletion. Note: Once an adjustment code is used, it cannot be deleted and should be marked as inactive.
Preview/Print Report	(Optional) To preview the Adjustment Codes report, click the Preview Report () icon. To print the Adjustment Codes report, click the Print Report () icon. Note: The Adjustment Codes report uses the adjust.rpt file.

Adjustment Access Window

(Maintenance > Transactions > Adjustment Codes)

The Adjustment Access window allows you to manage access to adjustment codes used by your institution. It displays when you open the Adjustment Codes window, select a listed code and click the Level Access () icon.

Adjustment Access - Field Definitions

Field	Description
Adjustment	A disabled field that indicates the selected adjustment.
Level	A disabled field that indicates the selected user level(s). Tip: You can select multiple levels to save time. If multiple are selected, a comma and ellipsis (, ...) display after the first level.
Access	A drop-down list that indicates access to the adjustment code for the selected user level(s): Yes No
Max. Amount	If applicable, this field limits the dollar amount that can be entered for an adjustment. Example: Cashiers may have a maximum of $100, and if they require a larger adjustment, they would need to engage a supervisor.
Limited To	A drop-down list that can restrict the type of records that can be adjusted with the selected adjustment code. If the adjustment code applies to payments, select from: N/A: No restrictions; users can use this adjustment for patient and insurance payments. Patient Payments: Users can only apply this adjustment code to patient payments. Insurance Payments: Users can only apply this adjustment code to insurance payments. If the adjustment code applies to charges, select from: N/A: No restrictions; users can use this adjustment for treatments and office charges. Treatments: Users can only apply this adjustment code to treatments. Office Charges: Users can only apply this adjustment code to office charges. Note: This field is enabled if Access is set to Yes, and Transfer Balance on the adjustment code is deselected.

Adjustment Access - Tasks

Task	Procedure
Configure Adjustment Access	Select one or more user levels that should have the same access. Set the access fields as necessary and click the Modify Record () icon. Repeat the steps for all necessary user levels.