Utilizing the Adjustment Report in iClinic

1. Introduction 

• Purpose: This guide provides detailed, step-by-step instructions on how to effectively utilize the Adjustment Report feature within the MDLand iClinic system. 

• Key Features: Accessing adjustment reports, applying filters for specific data, viewing adjustment details, exporting reports, and generating patient statements. 

2. Accessing the Adjustment Report 

1. Log In:  

• Sign in to your MDLand iClinic account using your credentials. 

2. Locate the Reports Icon:  

• Click on the Reports Icon from the dashboard. 

3. Navigate to Adjustment Report:  

• Under Billing / Account Reports, click on Adjustment Report. 

4. New Tab Opens:  

• A new tab will open within iClinic, displaying various filter options. 

3. Applying Filters to Obtain Specific Data 

A. Date Filters 

1. Select Date Type:  

• Choose either Date of Service (DOS) or Claim Date:  

• Date of Service (DOS): The date the service was provided. 

• Claim Date: The date the claim was created (may differ from DOS). 

2. Date Range Options:  

• Select from preset ranges: 1, 7, 30, or 90 days. 

• Custom Range: Enter specific dates using the From and To fields.  

• Type the date manually or click the Calendar Icon to select. 

• Click Refresh to update the data. 

B. Provider Filter 

• Click the Doctor Dropdown to choose a specific provider or select All to include all providers. 

C. Office Location Filter 

• Click the Office Location Dropdown to filter by a specific location or choose All. 

D. Patient Filter 

• To view claims for a specific patient:  

• Select One Patient and enter the patient’s details. 

• To view claims for all patients, leave it set to All. 

E. Claim Status Filter 

• Choose the claim status:  

• Processed 

• Paid 

• Both (default option) 

F. Check/EFT Number Filter 

• Enter the Check or EFT Number in the designated field and press Enter. 

G. Facility Filter 

• Click the Facility Dropdown to select a specific facility or choose All Facilities. 

4. Viewing Adjustment Report Details 

1. Generate Report:  

• Apply your filters and generate the report. 

2. View Detailed Information:  

• Place a checkmark next to the desired insurance. 

• Click View Adjustment Detail. 

3. Adjustment Detail Tab:  

• A new tab will open displaying detailed information, including:  

• Patient Name 

• Date of Service 

• Provider 

• Location 

• Billing ID 

• Insurance 

• ICD and CPT Codes 

• Charge Amount 

• Disallowed Amount 

• Insurance Balance 

• Insurance Adjustment 

• Patient Balance 

• Write-offs 

5. Exporting and Printing Adjustment Reports 

A. Export to Excel 

1. Select Patients:  

• Place a checkmark next to the patients you want to export. 

2. Export:  

• Click To Excel. 

3. Download and Open:  

• The file will download in Excel format with the same fields displayed in iClinic. 

B. Printing Reports 

1. Select Patients:  

• Place a checkmark next to the patients you want to print. 

2. Print List:  

• Click Print List. 

3. Print Settings:  

• A new screen will appear. 

• Click Print under the Print Control section. 

6. Generating Patient Statements 

1. Select Patients with Balances:  

• Place a checkmark next to the patient(s) with outstanding balances. 

2. Generate Statement of Account:  

• Click Statement of Account. 

3. View and Print Statement:  

• A new window will open displaying a PDF version of the statement. 

• Click the Printer Icon to print the statement. 

7. Sending Correspondence Letters 

1. Access Correspondence Options:  

• Click the Correspondence Button. 

2. Select the Desired Letter:  

• Options include:  

• 90-Day Letter 

• 120-Day Collection Letter 

3. Print Correspondence:  

• Select the letter and follow the on-screen instructions to print. 

8. Best Practices 

• Double-Check Filters: Ensure you’ve selected the correct filters before generating reports. 

• Regular Exports: Export reports periodically to maintain backups. 

• Review Adjustment Details: Always verify adjustment details before sharing reports with patients. 

9. Troubleshooting Tips 

• Missing Data:  

• Check that the correct date range and filters are applied. 

• Refresh the page if data does not load correctly. 

• Export Issues:  

• Ensure pop-ups are not blocked when downloading reports. 

• Printing Problems:  

• Confirm the printer is connected and configured correctly. 

10. Support Guidelines 

• In-App Support: Use the MDLand iClinic help feature for immediate assistance. 

• Technical Support: Contact IT support for technical issues related to adjustment reports. 

• Billing Department: Consult for questions regarding claims, payments, or adjustments. 

Thank you for following this guide. Effective use of the Adjustment Report ensures accurate financial tracking and streamlined billing processes.