Adjustments

Introduction

Adjustments in MediRecords allow you to manage changes to invoices by reversing or correcting payments when required. This feature ensures that your patient accounts remain accurate and transparent, particularly when an error has occurred or a billing amount needs to be updated. Adjustments are recorded against the patient’s account, creating a clear audit trail so that every financial action can be tracked and verified.

With MediRecords, adjustments can be created, viewed, searched, or filtered easily from within the patient’s record. Only users with the correct security permissions can delete adjustments, ensuring that financial integrity is maintained across the practice. By using adjustments effectively, practices can maintain cleaner records, resolve payment discrepancies quickly, and improve confidence in their financial reporting.

Contents:

1. Viewing an Adjustment
2. Creating an Adjustment
3. Deleting an Adjustment
4. Searching for Adjustments
5. Filtering Adjustments

Viewing an Adjustment

1. From within the patient's record, click Accounts
2. Open the Adjustments section
   
    
3. Click the Tick-box next to the name of the adjustment
4. Click View to open the adjustment
   
    
5. Click the X in the right-hand corner to close the adjustment

Creating an Adjustment

1. From within the patient's record, click Accounts
2. Open the Adjustments section
3. Click New Adjustment
   
    
4. You have the option to either Refund or Write Off.
   
    
5. Click Reason and select the reason for the adjustment
6. Enter a Reference number or name if required
7. Click the Tick-box next to the name of the outstanding invoice that is being adjusted
8. To process a refund, tick the box next to the invoice, the refund amount will auto-fill automatically. You can also select multiple invoices if you’re issuing refunds for more than one.
   
    
9. Once done click on Refund.
10. Click Yes to acknowledge that a journal entry will be made for reversing the payment
    
     
11. The adjustment has now been created
    
     
12. To process a write off click Reason and select the reason for the adjustment
13. Click the Tick-box next to the name of the outstanding invoice that is being adjusted
    
     
14.  Enter the amount in the Adjust Now field
    
     
15. Click outside the box or hit ENTER from your keyboard and click Write Off.
16. Click Yes to acknowledge that a journal entry will be made for reversing the payment
    
     
17. The adjustment has now been created

Deleting an Adjustment

Please note that this action is only available to the user(s) in the practice with the appropriate security privilege AND whose subscription plan provides them access to Patient Accounts. Only invoices that has been written off can be deleted.

1. Navigate to the patient record and click on Accounts.
2. Click on Adjustments.
   
   
   NB You may need to visit the Invoices section to ensure you are modifying the appropriate one(s).
3. Check the box next to the adjustment(s) and click Delete.
   
   A confirmation window appears, click Yes to confirm and proceed with the deletion.
   
   The adjustment will now be removed from the patient account and the corresponding invoice.
   
   To view deleted adjustments, open the Filter drop-down. By default, All Providers is selected; tick Deleted to display deleted adjustments.

     This will pull up the deleted adjustments against the patient record.

Searching for Adjustments

1. From within the patient's record, click Accounts
2. Make sure you are in the Adjustment section
   
    
3. Click the Search box
   
    
4. Type in a Keyword from the Adjustment No., Provider or Location
5. Press Enter and the system will display a list of the closest matches
   
    
6. The search is now complete

Filtering Adjustments

1. From within the patient's record, click Accounts
2. Open the Adjustments section
   
    
3. Click Filter to reveal a drop-down list
4. The Adjustments list can be filtered by Location and Provider
   
    
5. You can make multiple selections when applying a filter
6. Click to select your Filter/s
7. The list of adjustments has now been filtered