If a claim needs to be canceled at any point, RXNT provides several options to handle this efficiently. Canceling a claim may be necessary if it was submitted in error, sent to the wrong payer, or requires adjustments before resubmission.
Before proceeding with cancellation, it’s important to understand how claims are created and sent. Properly creating and submitting claims ensures that cancellations are processed correctly and that patient and payer records remain accurate. Click here to learn how to create and send claims, so you can confidently manage cancellations and avoid potential billing errors.
Canceling a single claim
To cancel a single claim, navigate to the Claims tab. Click on the Encounter Number for the claim you wish to cancel. You can do this from any sub-tab within the Claims section.
From the Professional Encounter screen, claims can be canceled in two ways: either directly through the View Claims option or by using the Manage Claims option. This flexibility allows you to cancel individual claims quickly or manage multiple claims at once, depending on your workflow needs.
View claims
Click View Claims.
In the View Claims screen click the Cancel icon.
A Claim Action pop-up will appear prompting you to select how you would like to cancel the claim. You must choose one of the following options:
Cancel with Resubmission Code 8 - Select this option when the claim was submitted in error and will need to be corrected and resubmitted to the payer. Resubmission Code 8 indicates that the claim is a voided or corrected replacement of a previously submitted claim. This ensures the payer properly links the new claim to the original submission and prevents duplicate processing.
- Update Claim Status Only - Choose this option when you are canceling the claim internally for tracking purposes and do not intend to resubmit it electronically. This is typically used when the claim will not be billed to insurance (for example, if the balance is being transferred to the patient or written off) and no corrected claim needs to be sent to the payer.
After selecting the appropriate option, click Cancel to complete the claim cancellation process.
This action will update the claim status to Cancelled, and the Cancel option will no longer be available for that claim.
Please note that when a claim is in the Scrubbing for Errors process, the Cancel option will not be available. This is to prevent interruptions while the system is reviewing the claim for errors and validating required information.
Once the scrubbing process has been completed and the claim moves out of the Scrubbing for Errors status, the Cancel option will become available again (if applicable). At that point, you can proceed with canceling the claim using the appropriate cancellation method.
Manage claims
Click Manage Claims.
In the Manage Claim screen, locate the claim line you want to cancel and click the Cancel option associated with that claim.
A Claim Action pop-up will appear prompting you to select how you would like to cancel the claim. You must choose one of the following options:
Cancel with Resubmission Code 8 - Select this option when the claim was submitted in error and will need to be corrected and resubmitted to the payer. Resubmission Code 8 indicates that the claim is a voided or corrected replacement of a previously submitted claim. This ensures the payer properly links the new claim to the original submission and prevents duplicate processing.
- Update Claim Status Only - Choose this option when you are canceling the claim internally for tracking purposes and do not intend to resubmit it electronically. This is typically used when the claim will not be billed to insurance (for example, if the balance is being transferred to the patient or written off) and no corrected claim needs to be sent to the payer.
After selecting the appropriate option, click Cancel to complete the claim cancellation process.
This action will update the claim status to Cancelled, and the Cancel option will no longer be available for that claim.
Canceling multiple claims
To quickly cancel multiple claims at once, use the bulk cancellation feature. This functionality allows you to select and cancel several claims in a single action, helping streamline your workflow, save time, and minimize repetitive manual steps.
Click Claims.
Click on any of the following tabs:
- To Send Electronic
- To Print
- Pending
- Rejected
- No Response
- Denied/Left Open
Select one or more claims.
Click Cancel Checked
A Cancel Claim pop-up will appear prompting you to select how you would like to cancel the claim. You must choose one of the following options:
Cancel with Resubmission Code 8 - Select this option when the claim was submitted in error and will need to be corrected and resubmitted to the payer. Resubmission Code 8 indicates that the claim is a voided or corrected replacement of a previously submitted claim. This ensures the payer properly links the new claim to the original submission and prevents duplicate processing.
- Update Claim Status Only - Choose this option when you are canceling the claim internally for tracking purposes and do not intend to resubmit it electronically. This is typically used when the claim will not be billed to insurance (for example, if the balance is being transferred to the patient or written off) and no corrected claim needs to be sent to the payer.
After selecting the appropriate option, click Cancel to complete the claim cancellation process.
Canceled claims will appear in the Canceled tab and will display a Canceled claim status for easy identification and tracking.
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