Navigate to the Statements tab.
Bad Debt tab
Click on the Bad Debt tab.
Select one or more statements that need to be written off.
Click Send to Collections.
You will notice that the selected statements will have the status of Write-off in progress. This means the process has started.
If write-off is in progress for a statement and another statement associated with the same patient is selected to be written off, then the following validation error message will appear:
When the write-off is completed successfully for all the encounters present in the statements, the statements move to the Collections tab.
Bad debt review tab
Easily filter out bad debt statements that you want to review based on when a payment was made. This way, you can make sure that you are accounting for all patient payments before completely writing off statement balances.
Select one or more statements in the Bad Debt tab.
Click on Send to Collections.
Enter the number of days in the pop-up to filter out statements that have received a payment in the specified number of days.
- The system will filter out statements that have received a payment in the specified number of days and send the statements to the Bad Debt-Review tab.
- The selected statements that haven't received a payment in the specified number of days will be sent to the Bad Debt tab with their balances written off.
From the Bad Debt-Review tab, you can manually review each and every statement and make sure all associated patient payments are posted successfully and post payments if necessary.
Click on the Update All button to view the most updated statement balances.
You can also update an individual statement by clicking on the Update icon.
The Update All button is disabled when one or more statements have the status Write-off in progress. The Update icon associated with a statement is disabled when the status is Write-off in progress.
If you still want to send some statements to collections, click Send to Collections.
The selected statements will move to the Collections tab with their balances written off.
Verify the write-off
To verify the write-offs for each patient, simply navigate to the patient's dashboard by searching for the patient in the top navigation bar.
Select the patient payments tab to find all payments linked to the corresponding patient.
Select the patient payment that was made on the day you performed the write-off.
This payment will be linked to all encounters associated with the selected statements.
When you click into the encounter, you will see adjustments for the full balance of the line item. You will know the adjustment was performed through the automated process when you see the ADJ: BAD DEBT adjustment code in the line item.
If the write-off process is not completed for one or more encounters in a statement, then the write-off status of that statement changes to Write-off incomplete. On click, a tooltip is shown with the link to the encounters for which the write-off was not completed. Either click on the encounter link and manually write off the encounter balance or send the statement to collections again.
Write-Off a self-pay patient balance
Create patient encounters just as you would when using a standard fee schedule.
Note: In the encounter, the case type must be "Self Pay" for the sliding fee to work.
Once you have completed the necessary information, click “Save.” A pop-up will appear: "A zero-dollar patient payment is created for the encounter..." as seen below.
In the example below, we are creating a 13% sliding fee for a patient.
Assume you charge them $100 in an encounter. They will pay $13, with an adjusted amount of $87. Below, the sliding fee has been applied, and the patient balance is $13, which was calculated based on the master sliding fee. We can also see the adjusted amount is $87.
Note: The adjustment code ADJ: SLIDE indicates that this was a sliding fee adjustment.
Automatic Write-Off of Patient Balance when the Patient Has Insurance
You will now be able to apply the sliding fees to all patients, even if they have insurance.
Create patient encounters just as you would when using a standard fee to get started. schedule.
In the example below, assume the patient has a 9% sliding fee.
Also, assume you charge them $100 in an encounter. Once you have completed the necessary information, click “Send Claim.”
Be sure to save the encounter. In this example, assume insurance covers $50.
Continue to the I-Payment screen to post the insurance payment. Click "New Payment."
Here we are applying for an insurance payment of $50 for this encounter. After you click "Save and Post", you can see in the encounter how much the patient still owes after insurance and after sliding fee has been applied.