Automatic Line Item Write-Off by Billing Group

With the Automatic Line Item Write-Off by Billing Group function, you can write off old balances on accounts that are either in the patient balance or insurance balance columns for All or Select Billing Groups. A credit adjustment is posted to the patient's account for each line item that is written off that matches the criteria you select.

You should create a separate Adjustment Code for the automatic write-offs so you can track this code with the Adjustment Journal.

Upon accessing this function, if your practice has selected to use batch numbers for posting adjustments, this screen will display.
 


Data Field Information
Prompt Response Req Len
Batch Number

Type the code you want or click the magnifying glass to search a list of every 'unlocked' batch. You can also create a new batch by typing in a batch number that does not exist and you will be asked if you want to create it.


If you select a batch that is locked, the message "The Batch is Locked. To post transactions the Batch must be Unlocked." will display.		   17
Default Last Batch

If you want the last batch number (used by the current user, in the current database, for the current date) to default, select this check box.

 
If you select this check box while in any function in the system that contains a Batch Number field and then you access a different function that contains a Batch Number field, the Batch Number field will automatically default the last batch number used.
 

1

If you type a non-existing batch number, when you click Save, a message displays asking if you want to create a batch.

 


 Next, the Automatic Line Item Write-Off by Billing Group screen displays.


 
Data Field Information
Prompt Response Req Len
All or Select Billing Groups Select the option you want to use.   1
Billing Group If you chose to perform this function for a select Billing Group, then type the code you want or click the magnifying glass to search the table.   3
Include Billing Groups by Select the option to include Billing Groups by either Account or Transaction.   1
Include Patient Balances If you want to write off patient balances, select this check box.   1
Include Patient Collection Balances If you want to write off patient balances currently in Collections, select this check box.   1
Include Insurance Balances If you want to write off insurance balances, select this check box.   1
For Aging Days Over Type the age of the balances to be written off, in the number of days, based on the accounting date. 4
For Balances Under $ Type the dollar amount of the maximum balance you want to write off. This function will not adjust credit balances on the account. 10
No Payment since what date Type the date or click the calendar icon to select a date. This refers to patient payments posted to the accounts. 10
Adjustment Code Type the code or click the magnifying glass to search the table. You should create a separate adjustment code to track these write-offs through the Adjustment Journal. 5
Accounting Date Type the Accounting date or click the calendar icon to select a date. Future dates are not permitted.

10
Adjustment Date Type the Adjustment date or click the calendar icon to select a date. 10

The message "Automatice write-offs are about to begin. Do you want to proceed?"displays, so you can confirm you want to perform this function.

The message "Automatice write-offs running in background..." displays letting you know that the function is running. When you click OK, you will be returned to the main Billing menu.

You can then print the Adjustment Journal for the specific adjustment code to track and analyze exactly what was written off.