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Kareo Help Center

Post Adjustment

Updated: 08/03/2022
Views: 11268

You can easily adjust a balance that no longer needs to be billed and collected by the practice (e.g., small balance).

There are two common workflows:

  • Post an adjustment related to a specific Payment record and use that payment's posting date.
  • Post the adjustment on the Claim record to use the current posting date, and if applicable, relate the adjustment to a specific Payment record.

Note: For posting adjustment reversals, review Reverse Adjustment.

Post Adjustment on Payment Record

Follow the steps below to locate and open the specific Payment record related to the adjustment then post the adjustment amount(s).

  1. Find the claim with the balance amount that needs to be adjusted and double click to open. The Edit Claim window opens.
    • If the Payment record details (e.g., payment ID,  check number, payer) are available, find the payment and double click to open it. The Edit Payment window opens then proceed to step 3.
  2. Under the Transactions section, double click the Payment transaction line for the Payment record the adjustment is related to. The Edit Payment window opens. 
    Note: The Payment transaction line description includes the applied payment amount, Payment ID number, and the source (e.g., patient, insurance).
Desktop_EditClaim_PatPmtTransLine.png
  1. Select the Apply tab. The additional payment details display.
  2. Click to select the patient and/or service line with the balance that needs to be adjusted.
  3. Click More + in the lower right of the window. Additional options display.
Desktop_EditPatPmt_More+.png
  1. Click the drop-down arrow and select 2 - Adjustment. Once selected, additional fields become available.
  2. Click the drop-down arrow and select the appropriate adjustment code.
  3. Enter the amount that needs to be adjusted.
  4. Click Post. The Adjustment transaction line is posted.
    • If the adjustment creates a zero balance, click the drop-down arrow and select Settle to settle the claim. Then, click Post. The Settled transaction line is posted.
  5. Click Save.
Desktop_EditPatPmt_PostAdj.png

Post Adjustment on Claim Record

Follow the steps below to post the adjustment on the Claim record to use the current posting date, and if applicable, relate the adjustment to a specific Payment record.

  1. Find the claim with the balance that needs to be adjusted then double click to open it. The Edit Claim window opens.
  2. Click Action and select Adjustment from the menu. The Transaction panel displays.
  3. Enter the information.
    • Type: Defaults to 2 - Adjustment.
    • Posting Date: Defaults to the current date. If necessary, enter a different posting date.
    • Adjustment: The amount that needs to be adjusted.
    • Adjustment Code: Click the drop-down arrow and select the appropriate adjustment code.
    • Reason Code: Click the drop-down arrow and select the appropriate reason code for the balance.
    • Change Status: Click the drop-down arrow and select the appropriate status update.
      • If there's a balance after the adjustment, select to Bill patient or Bill payer.
      • If the adjustment creates a zero balance, select Settle to settle the claim.
      • To keep the current status after the adjustment, select None.
    • Related Payment: If applicable, click Related Payment to search and select a Payment record the adjustment is related to.
    • Note: Internal notes related to the adjustment that will display when viewing transaction line details.
  4. Verify the information is correct. Once applied, the transaction line is posted and automatically saved.
  5. Click Apply. The Adjustment transaction line is posted. If the option to change the status was selected, an additional transaction line is posted.
Desktop_EditClaim_ApplyAdj.png
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