How to Adjust or Remove Charges on the Patient Ledger

Related Training
Posting Charges, Payments, and Adjustments Recorded Class

You can correct the details of an existing Ledger entry, or you can remove an entry that was posted in error. When you choose to adjust an entry, you are prompted to either correct or remove the entry. 

• You can correct an entry to adjust the amount, practice location, service location, or provider.
• You can remove an entry with other types of errors. 
• The Lock icon next to a transaction indicates it has already been processed, but you can still adjust or remove it.
  

Note: Removed entries are still retained with the record, and can be viewed by selecting the Show Audit View filter. 

IMPORTANT:  If the charged procedure is associated with an outstanding claim, you are prompted to cancel the claim first. Cancelled claims are retained in the patient's Claims Management screen, and can be viewed by selecting Show Only: Cancelled in the filter list. For claims that have already been processed, you must address the adjustments directly with the Insurance Payer. 

Adjusting a Charge

To correct the amount, location, or provider for a charge:

1. From the Patient tab, select Financials > Ledger.
2. Select the charge and click Adjust this Charge. The Adjust this Charge window is displayed.
   
3. Select Correct Information. The window is expanded.
   
4. If applicable, select Adjust all ([X]) unclaimed charges for this service date or Adjust all ([X]) charges on this claim. Select the option if you want the changes you are making to apply to all of the charges associated with the service date (if unbilled) or an existing claim (if the charges are already billed).
5. Use the fields to adjust the amount, practice location, service location, provider, or transaction comments for the charge.
   Note: If you have selected to adjust multiple charges at once, you cannot modify the amount or transaction comments. To adjust these details, you need to adjust each charge individually. 
6. Enter an adjustment comment to explain this action.
7. Click Adjust Charge. You are prompted to confirm the action with a message that explains what will happen (or what is necessary) if you continue.
   
8. Select Yes to confirm.

Removing a Charge

To remove a charge from the Ledger:

1. From the Patient tab, select Financials > Ledger.
2. Select the charge and click Adjust this Charge. The Adjust this Charge window is displayed.
3. Select Remove Entry.
4. If applicable, select Adjust all ([X]) unclaimed charges for this service date or Adjust all ([X]) charges on this claim. Select this option if you want to remove all of the charges.  
5. Enter a reason for the removal in the Adjustment Comments section.
6. Click Adjust Charge. You are prompted to confirm the action with a message that explains what will happen (or what is necessary) if you continue.
   
7. Select Yes to confirm. Sensei Cloud prompts you to create a new claim.

Displaying Adjusted/Removed Entries

All adjusted, corrected, and removed entries are retained with their original details, as well as details of the changes. To display these entries on the Patient Ledger, select Show Audit View. Line items are displayed with the descriptor: ADJUSTED, CORRECTED, or REMOVED.

For more information, see How to Work With the Patient Ledger.