Small Balance Write-Offs

MedSuite provides an automated way to make Small Balance Write-Offs.

Small Balance Write-Off – Print Listing

To print the Small Balance Write-Off listing, go to the Reporting option on the MedSuite Menu.  Select Reporting, Small Balance Write-Off.

In the Age in Days field, you may enter a # of days since the last payment or adjustment activity that must elapse before the Write-Off is taken. This will allow some recurring patients to return and drop additional balances to the self pay level that will be high enough to begin billing again.  For example, you may want the small balances to sit there for 60 days before being written off.

The system defaults the Maximum Write-Off Amount to the amount on the setup in the Practice Maintenance on the Statements tab in Billing Control Information, in the "Minimum Balance to Send a Statement" field.  You may leave this amount or override it to a different amount.  If left at $10 as in this example, the system will locate accounts with balances of $10 and less to be written off.  Select LISTING ONLY.  This will generate a listing of accounts that meet the Small Balance criteria, but it will not write the accounts off.  The listing may be printed for review.

Small Balance Write-Off – Listing with Write-Off

To obtain a listing of account to be written off and to have the system automatically perform the write-off adjustments on the account, go to the Reporting option on the MedSuite Menu.  Select Reporting, Small Balance Write-Off.  

In the Age in Days field, you may enter a # of days since the last payment or adjustment activity that must elapse before the Write-Off is taken. This will allow some recurring patients to return and drop additional balances to the self pay level that will be high enough to begin billing again.  For example, you may want the small balances to sit there for 60 days before being written off.

The system defaults the Maximum Write-Off Amount to the amount on the setup in the Practice Maintenance on the Statements tab in Billing Control Information, in the "Minimum Balance to Send a Statement" field.  You may leave this amount or override it to a different amount.  If left at $10 as in this example, the system will post adjustments to accounts with balances of $10 and less to be written off.

Select LISTING WITH WRITE-OFF.  This will generate a listing of accounts that meet the Small Balance criteria, and will post adjustments to the accounts that meet the criteria entered.  The adjustment code that is used is contained in the Practice Maintenance on the Statements tab in Billing Control Information, in the "Small Bal Adj" field.

Payment Worksheet/Journal – Verify Balances

Run a Payment/Adjustment worksheet for the Small Balance Adjustment Batch that the system created.  The total on the Small Balance Write-Off Listing should match the total on the Payment Adjustment worksheet for the Small Balance Adjustment Batch.  The Batch will have the current date as a release date.

After these steps are completed and an account is accessed through the ledger, in the Charge/Payment View, an un-posted Adjustment line will display with the description Self-Small Balance Adjust.  This will be posted during the Close Out process adjusting off the "small balance" and leaving that visit at a zero balance.