Beginning Wednesday, August 12th, 2026, this feature will be introduced as part of a phased rollout. It will initially be available to a limited group of customers before being made available to all customers in the coming weeks.

The bulk write-off feature is designed to efficiently manage small or aging balances that are not practical to pursue for collection. This includes low-dollar amounts, such as balances under one dollar, as well as outstanding debts that have been determined to be uncollectible from a payer.

By allowing these balances to be processed in bulk, the feature helps reduce administrative workload, improve accounts receivable accuracy, and ensure that insignificant or uncollectible amounts do not remain open on patient or payer accounts.

Users assigned the Billing Manager role automatically have access to the Bulk Write-Off feature, including the ability to initiate and manage bulk write-offs. Users assigned to other user roles will have access only to the Bulk Write Off History Report, allowing then to review previously processed bulk write-off transactions without the ability to process new write-offs.

To begin, click Reports in the top navigation bar and select Aging Report.

Select the Encounter Date Type as Service Date or Batch Date.

The default Report Name is automatically set using the report type, along with the date and time it was generated. You can update the report name to better fit your needs, making it easier to identify and organize your reports.

Select the Report Period from the dropdown menu. Available options include:

Custom
Today
This Week-to-date
Last Week
Last 7 Days
This Month-to-date
Last Month
Since 31 Days Ago
Last Quarter-to-date
Last Quarter
Since 90 Days Ago
This Year-to-date
Last Year
Since 365 Days Ago

If you select Custom, enter the desired date range in the Date From and Date To fields. For all other options, the Date From and Date To fields will automatically populate based on your selection.

Run the report

Click on Run Report.

The new report will appear in the Report Queue with a status of Pending, then In Progress.

You can use the Refresh icon to reload the table and see the most up-to-date status of all generated reports.

Once the report has been generated, click on View Report to open and view the report.

Bulk write-off

On the Aging Report screen the details displayed at the top of the report reflect the criteria selected at the time the report was created. This includes key parameters such as the Report Name, the chosen Date Type, and the specified Date Range (Date From and Date To). These fields provide a clear summary of the filters applied, helping ensure the data shown in the report aligns with the intended scope and timeframe.

The Aging Report retrieves data from the data warehouse, which RXNT updates every two hours. The report includes data from the most recent sync. The Data Synced Until field at the top of the report indicates the date and time of the most recent data sync. Any updates made after this time will not be reflected in the report.

If you made an update after the Data Synced Until time, wait two hours and generate the report again to ensure the latest data is included.

To exclude settled encounters from the report, select the Exclude Settled Encounters checkbox. To view outstanding balances by payer, select Insurance. To view outstanding balances by patient or guarantor, select Patients/Guarantors.

To initiate a bulk write-off, select the appropriate aging bucket tab based on the age of the outstanding balances.

Click the Checkbox for each encounter/line item(s) you went to write off. To select all encounters/line item(s) at once, click the Checkbox in the header row.

The Write Off Selected option will remain disabled until at least one encounter or line item is selected. Only one bulk write-off process can be active at a time, so if a bulk write-off is already in progress, the Write Off Selected button will remain disabled until the current process is complete.

Click Write Off Selected.

Write-offs are applied to the current balance at the time of processing. If a line item balance has changed since the aging report was generated, the write-off will be applied to the updated balance. The aging report will continue to display the balance captured when it was generated, even after the write-off is completed.

A pop-up window will appear prompting you to select an adjustment code for the bulk write-off. Choose New Code to create a new adjustment code and enter it in the Create New Code field.

Select Existing Code to choose an adjustment code from the dropdown list of patient adjustment codes already configured in the system.

After making your selection, click Initiate Bulk Write Off.

A confirmation pop-up will appear indicating that the bulk write-off process has been initiated for encounters with non-zero balances. To review the status of the process, including any successful or failed write-offs, refer to the Bulk Write-Off History Report.

It is important to note that write-offs are applied to the current balance at the time of processing. If a line item balance has changed since the Aging Report was generated, the write-off will be applied to the updated balance. The Aging Report will continue to display the balance captured when it was generated, even after the write-off is completed.

After the bulk write-off process is completed, multiple Patient Payment(s) are created based on the number of patient encounters included in the transaction. The total write-off amount is displayed in the Amount field, and the Method is set to Zero Payment. Each patient’s individual write-off amount is displayed in the Adjustment Amount column, along with the Adjustment Code selected or created when the bulk write-off was initiated.

The Patient Payment record created as part of the bulk write-off process can be viewed from the individual patient encounter in the Payment Details section, as well as from the Patient Payments.

Bulk write-off history queue

The Bulk Write-Off History queue is a centralized repository that provides visibility into all bulk write-off transactions processed within the system. It displays both successfully completed write-offs and transactions that failed during processing, allowing users to monitor the status of bulk write-off activities, review transaction details, and identify any items that may require further attention.

To access the Bulk Write-Off History, navigate to Reports in the main navigation menu and select Bulk Write-Off History under the Revenue Reports section.

The Bulk Write-Off History queue displays the following information for each bulk write-off transaction:

Name – Displays the bulk write-off record, including the date and time the transaction was created.
Run Date – Displays the date the bulk write-off was initiated.
Run Time – Displays the time the bulk write-off process was run.
Run Status – Displays the current status of the bulk write-off transaction:
- In Progress – The write-off is currently being processed.
- Success – The write-off was completed successfully.
- Failed – The write-off process was unsuccessful and may require failed line items to be written off manually or retried from the aging report.

For failed bulk write-offs, hover over the Failed information icon to view the reason the write-off failed.

To review a bulk write-off report, click the Name of the corresponding transaction, regardless of whether it was successful or failed.

Bulk write-off history report

At the top-left of the Bulk Write-Off History Report, the Report Name, Status, and the Run Date and Time are displayed. In addition, the Data Sync timestamp is shown, indicating the date and time of the most recent data update.

Bulk write-offs are processed using only the data available as of the last data sync. The Data From Sync date and time indicates when the data was last synchronized.

At the top-right of the report, the total counts for Encounters, Write-Offs, and Failed attempts are displayed.

Within the report, multiple columns of information are displayed. Failed line items show Failed in the Write-Off Status column, while successfully processed write-offs display Success. To view encounter details, click the encounter number in the Encounter ID column.

Click the Columns icon to customize the report view by adding or removing columns. Select the columns you want displayed and hide those that are not needed.

To sort a column click on the columns header, the first click will filter the column in descending and the second click will filter the column in ascending. To filter the data displayed in the reportTo sort a column, click its header. The first click sorts the column in descending order, and the second click sorts it in ascending order.

To filter the data displayed in the report, use the Filter field beneath each column header. Enter or select your filter criteria to narrow the results shown in the grid.

To group records by a specific field, drag and drop the desired column header into the grouping area. The report will automatically organize the data based on the selected column.

For example, to group the report by CPT / Misc Codes, drag the CPT / Misc Codes column header into the grouping area. The report will then organize the records by each CPT or miscellaneous codes.

Once the report is configured to your preferred view, you can save the layout as a Favorite or Default Favorite for quick access in the future.

Click the Favorites icon, then enter a name in the Enter Name for Favorite field to create a new favorite. Alternatively, select an existing favorite from the Set Initial Default dropdown menu to set it as your default. Then, click Save to save your favorite.

Click the CSV or PDF icon to export and generate a copy of the report. The report can be downloaded in CSV format for further analysis or as a PDF for printing and sharing.

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Aging Report - Bulk Write Off

Run the report

Bulk write-off

Bulk write-off history queue

Bulk write-off history report

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