CollaborateMD: How do I apply adjustments/write-offs?

Issue

How do I apply adjustments to claims? 

Environment

CollaborateMD, Roles: Users & Admins, Features: Manage Account & ERAs

Resolution

There are two ways you can adjust a claim within the CollaborateMD system, however, before applying an adjustment code we need to make sure you have created the adjustment codes within your Customer Setup. This will allow you to more easily report on adjustments. This information is also found on CollaborateMD's Help Center under Add New Adjustment Code.

How to add an Adjustment Code

Let's review the process for creating a new adjustment code. 

1. Select Customer Setup on the left-hand side of your CollaborateMD account.
2. Select Codes and then Adjustment.
   
   3. Select New Adjustment Code.
   4. Enter a short code that you wish to use for your adjustment code and then select Credit as the Adjustment Type in the drop-down menu.
   1. Note: Credit is used when you want to write off a balance or give a patient a discount which can either reduce their balance or give the patient a credit that can be applied towards a current or future charge/debit. (e.g., family/friend discounts, timely filing, financial hardship, payment received) whereas Debit is used when you want to charge a patient for a service/product that isn't billable to the insurance company which will increase the patient's balance. (e.g., no-show fee, medical record fee, interest, or balance forward when transferring balances from another system).
3. Write a description for this code. 
4. Select Save. 

Note: You can use the same process for Adding Remark or Adjustment Reason Codes which will be used in the adjusting claims workflows described below. 

Applying Adjustments

There are two ways to apply adjustments within CMD.

Manage Account

The first way tp apply an adjustment is within the Manage Account tab for the selected patient. 

1. Select the Patient tab on the left-hand side of your CollaborateMD account.
2. Select Patient again.
3. Search for the patient.
4. Select the line item/charge that you need to apply the adjustment towards.
   
5. At the bottom of the screen, select Apply Credit Adjustment.
   
6. Select the Credit Code from the magnifying glass.
7. Enter the adjustment amount.
8. Enter a memo to add a description of the adjustment.
   
9. Save your changes. 

During ERA Posting

The second way you can apply adjustments to your claim is during your ERA posting process. This would be used when you receive a denial or a patient responsibility amount from the payer and are not planning on applying this as patient responsibility.

Note: This requires having a Remittance Code created following the same process as the How to Add Adjustment Codes section above. When creating Remittance codes, select Remittance instead of Adjustments in the Customer Setup > Codes section.

1. Begin reviewing your ERA. 
2. Under the Adjustment Reasons field and Adjusted field, enter the code you created from the Remittance Codes section. (If you already have a similar code setup, you can use that as well instead of creating a new one).
3. Continue completing this section per your established ERA review workflow. 
4. Save. 

Additional Information

Add New Adjustment Code

Add Remark or Adjustment Reason Codes