Write Off Automation & Audit Tool for athenahealth Centricity®

Do you lack proper controls for monitoring non-contractual write offs / adjustments made to encounters within Centricity CPS?  Ask yourselves these important questions:

1)      Do we have proper separation of duties (for accounting purposes) between users requesting write offs / adjustments and users approving the write off / adjustment within Centricity CPS?

2)      Is our current process automated for requests and approvals?

3)      Do we have controls in place to compare write off / adjustments within Centricity CPS against transactions which were properly approved?

If your group is like most other groups, the approval process is a very manual process with very little documentation of the process residing within Centricity CPS.  You can no longer afford to run your practice with the “business as usual” approach.  Take control of your write off / adjustment processes within Centricity CPS.

Summit Software Technologies Write Off Automation and Auditing Solution enables Centricity customers to create an automated approach to requesting and approving write offs / adjustments within Centricity CPS.  

 

Write Off Automation and Auditing provides detailed audit reporting of write offs / adjustments performed within Centricity CPS without proper approval.  Take action now to ensure all non-contractual write offs / adjustments created within Centricity CPS have gone through the proper accounting controls.

Request for Write off / Adjustment

User opens a ticket within Centricity CPS and clicks on the Write-Off Request button.

User completes the Write-Off Approval form and clicks Save to record the request.

 

1)      Select Source for Adjustment on Visit Level or as Individual Procedures (Patient or Insurance)

  • Select Adjustment Type (based on Insurance or Patient) from drop down menu
  • Select write off amount
  • Note to indicate why write off is being requested

 

  • Route To – select Group or User (depending on system setup)
  • Save request

Once request is saved, the request will be routed to the assigned user and request will appear on users Write Off Request Status list. Listing is sorted by date of request. Color Key indicates status of request within the approval process.

Write off requests will also be stamped in the Centricity correspondence notes with date, user name, and amount of request.

Write Off Request Status

Users can Edit and View requests from the Write Off Request Status listing.

 

  • Click on Edit button to edit requests. Any edits saved will be updated in the listing.
  • Click on the View button to view any notes made on the request.

Write Off Request Tool Bars

  • To Do_Worklist- Any requests sent back to user requiring an edit will appear on this list. Users are able to edit/update any request from this screen.
  • Creation/Edit- Allows users to edit any requests from Write Off Request Status listing.
  • History- Allows users to view history of all write off requests made. Requests are ordered by date of requests and will remain on listing for 30 days.

Users can also access the Write Off Request Tool Bars through the Write-Off Worklist button in the Billing module of Centricity.

Approve or Reject Write off / Adjustment Requests

Within Billing module, users / groups with security to approve requested write offs may click to view all requested write offs.

A listing of all awaiting requests for approval/rejection will avaiable to select.  Select request by clicking on + symbol.

  • If multple Write Off requests are made on a ticket, user has the option of Approve All or Reject All for the ticket.
  • Select View button to take user back to Related_Notes tab .
  • Select Edit pencil to allow user to make any notes to request.
  • Select Approve/Reject/Return for Edits . Select Confirm and Refresh to update Approval listing.
  • User also has the ability to aprrove all pending requests at once by selecting Approve All Write Off Requests .

Approved requests will be immediately posted back to Centricity CPS along with a Correspondence note. Ticket will also update to the appropriate status after completion.

Rejected/ Returned for Edits requests will be returned to the requestor’s worklist. Rejected requests will also appear in Correspondence notes.

Auditing Results

Write Off Transactional Report– Within the Administration module of Centricity,  the Write_ Off Transactional Report  will allow administrative users run an exception report based on selection of from and thru date transaction entry and multi-selectection of specific adjustment types to review.  All adjustments written/adjusted off going through the Write Off Automation and Auditing Tool (based on criteria selected) will appear when the report is generated.  Requests with the Transaction User of SST-WOA were processed using the tool.

Select the Approve button to see requests written/adjusted off without going through the Write Off Automation and Auditing Tool.

Export option available to export listing to excel file format.

Export View-

Historical  Report– Within the Administration module of Centricity,  the Write_ Off Historical Report  will allow administrative users to run reports by date range, adjustment type, and status of existing write off requests entered into the system.

Export option available to export listing to excel file format.

Export View-

User Approval Setup – Administration

Write Off Settings- Within the Administration module of Centricity,  the Write_ Off Settings will allow administrative users to configure the Write Off Automation and Auditing Tool.

The Write-Off Configuration allows the user to select the “default” adjustment type which will display when a user requests a write off / adjustment within a ticket.

Approver Type defines whether security for users who have write off / adjustment approval are set at the Group or User level.  Based on the option selected, the user can then select the Group(s) or User(s) that will have authorization to approve requested write offs / adjustments.

Note: To maintain proper accounting seperation of duties, a user authorized to approve a write off / adjustment request cannot request and approve the same transaction.  A user authorized to approve a write off / adjustment must route his/her requests to a different authorized user.

 

Export option available to export listing to excel file format.

Export View-