How to Create and Manage Adjustment Types

You can create and manage various adjustment types from the Adjustments screen. From the Administration tab, select Procedures & Fees > Manage Adjustments. The Adjustments screen is displayed, and there are separate tabs for each adjustment category, including Discounts, Write-Offs, Misc. Credits, Refunds, and Misc. Debits. 

IMPORTANT: Updating an item name/label for any adjustment types will impact existing transactions, and thus update any historical records in Sensei Cloud. This should be done cautiously.

Discounts

Sensei Cloud provides a set of standard Discount types that you can select when posting adjustments to a patient's balance. You can also create your own custom Discount types.

To add a new Discount type:

1. Select the Discounts tab.
2. From the Actions menu, click Add New Discount. A new line is created in the list.
3. Enter a unique name for the new type (such as, New Patient - child, etc.). 
4. In the Status column, select A for active or I for inactive.
5. In the Actions column, click the checkmark to save the item to the list, or X to delete it.
   Note: You cannot edit or deactivate the discount types provided with Sensei Cloud, but you can use the pencil icon to edit types that you create. Deactivating a Discount will prevent its future use but will not impact existing transactions that have been posted.

Write-Offs

Sensei Cloud provides a set of standard Write-Off types as well. 

To add a new Write-Off type:

1. Select the Write Offs tab.
2. From the Actions menu, click Add New Write Off A new line is created in the list.
3. Enter a unique name for the new type.
4. In the Status column, select A for active or I for inactive.
5. In the Actions column, click the checkmark to save the item to the list, or X to delete it.
   Note: You cannot edit or deactivate the write-off types provided with Sensei Cloud, but you can use the pencil icon to edit types that you create. Deactivating a Write-Off will prevent its future use, but will not impact existing transactions that have been posted.

Misc. Credits

Misc. credits allow you to apply a credit to a patient's balance with the unique label of your choice. Posting a miscellaneous credit decreases the patient's balance.

Sensei Cloud provides two stock Misc. Credit adjustment types, but you can easily add your own. 

To add a new Misc. Credit type:

1. From the Actions menu, click Add New Misc Credit. A new line is created in the list.
2. Enter a unique name for the new type.
3. In the Status column, select A for active or I for inactive.
4. Select whether you want the Misc. Credit type to impact collections.
   Note: This option determines whether or not the Misc Credit balance adjustment is included in collections calculations / activities when posted. When selected, this allows the Misc Credit to be applied / distributed to debits (e.g., charges or debit adjustments), and thus accounted for in collections, and also represented in reports such as Applied Payments, Provider Summary, Collections by Provider, and the Register Report.
5. In the Actions column, click the checkmark to save the item to the list, or X to delete it.

Note: Miscellaneous credits and miscellaneous debits can be posted to a patient's ledger to clear up balance discrepancies across practice locations. See How to Correct Balance Discrepancies Across Practice Locations for more information.
 

Refunds

The Refund adjustment type is the only standard supplied refund type, but you can add new custom refund types. 

To add a new Refund type:

1. Select the Refunds tab.
2. From the Actions menu, click Add New Refund. A new line is created in the list.
3. Enter a unique name for the new type.
4. In the Status column, select A for active or I for inactive.
5. In the Actions column, click the checkmark to save the item to the list, or X to delete it.
    

Misc. Debits

Misc. debits allow you to apply a debit to a patient's balance with the unique label of your choice. Posting a miscellaneous debit increases the patient's balance.

Sensei Cloud provides two stock Misc. Debit adjustment types, but you can easily add your own. 

To add a new Misc. Debit type:

1. From the Actions menu, click Add New Misc Debit. A new line is created in the list.
2. Enter a unique name for the new type.
3. In the Status column, select A for active or I for inactive.
4. Select whether you want the Misc. Debit type to impact production. 
   Note: This option determines whether or not the Misc Debit balance adjustment is included in production calculations / activities when posted. When selected, this allows the Misc Debit to be associated with a provider (required when posting), and thus accounted for in production, and also represented in reports like the Applied Payments, Provider Production, Provider Summary, and the Register Report.
5. In the Actions column, click the checkmark to save the item to the list, or X to delete it.

Note: 
-- From any of the Adjustment tabs, you can use the Filter Adjustments section in the left side panel to filter the Adjustment Types by Active, Inactive, or All. Use the search field to search for a specific adjustment type. 
-- If you update the name of a custom type, it will automatically update any existing uses with the new name.
-- Deactivating an adjustment type that is currently in use does not remove it from existing transactions, but it prevents its future selection when posting adjustments. 
-- Misc Credit and Misc Debits are included in general financial reporting such as the Financial Daysheet, Transaction List, and Daily Activity reports. They are also included in some specific financial reporting and calculations, as applicable, when flagged to impact collections or production.

See How to Adjust a Patient Balance for more information on adjustments.