Financial adjustments are one of the most common call reasons. The below videos and article will guide you through the process of handling adjustments for orthodontic practices only. Pediatric dental practices handle adjustments differently.
Adjustment Types
Corrections:
- Click on the line item to be corrected.
- Select Correction.
- Type in the ACTUAL/FULL amount supposed to be entered, in a NEGATIVE (CREDIT) amount. Or POSITIVE (CHARGE) amount. o Type in comment.
- Can ONLY do this for a correct payment type. If payment type is incorrect, it needs to be a reversal.
Reversal:
- Click on the line item to be corrected.
- Select Reverse, type in comment.
- Repost correctly.
Void/Return:
- Only on Third Party Credit Card Clients. When it’s done on the same day as the charge it will VOID in Cloud 9 and the Third Party. After a batch has run it will request a return of the funds to the card.
Adjustments:
Balance Adjustment
-
Roll Back – Due Now:
-
Select Adjustment.
-
Adjustment Type: Balance Adjustment.
-
Contract Adjustment = POSITIVE Amount.
-
Due Now Adjustment = NEGATIVE Amount.
-
Type in comment.
-
Prompt to Adjust Contract = Select OK.
-
Adjust the Contract (if applicable).
Contract Adjustment
-
Adjustment Type: Balance Adjustment.
-
Contract Adjustment = POSITIVE/NEGATIVE amount.
-
Type in comment.
-
Prompt to Adjust Contract = Select OK.
-
Adjust the Contract.
Adjust Due Now only
-
Rarely will you need to do this, it will only bring down then due now and total due without affecting a contract total. If you are trying to give a discount, you can create a discount adjustment in transaction types which will track discounts.
Discount Adjustment
-
Same as balance adjustments and contract adjustment.
-
Adjustment Type: Discount Adjustment.
Refund
-
Only in the case of an overpayment.
-
Select Adjustment.
-
Adjustment Type: Refund.
-
Type in POSITIVE amount of refund in Due Now Adjustment.
Write Off
-
Select Adjustment.
-
Adjustment Type: Write Off.
-
Type in NEGATIVE amount to adjust Contract Adj. to ZERO out. • Type in NEGATIVE amount to adjust Due Now Adj. to ZERO out.
Transfers
-
Ledger to Ledger or Patient to Patient
-
Always start on the ledger you want to transfer money FROM
-
Select Adjustment.
-
Adjustment Type: Transfer.
-
Select Patient to transfer to […]
-
Select Responsible Party and/or Insurance.
-
Check Transfer to Receivables (transfer to contract should be grayed out unless a contract is selected).
-
Type in NEGATIVE amount to Due Now Adjust. (CREDIT) POSITIVE if transferring CHARGES
-
Type in comment.
-
If you make a contract adjustment a prompt to adjust the contract will pop-up. You can adjust the amount of months and/or the amount of money accordingly.
