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Description: In  In this topic, the user will learn how to manage authorization balance adjustment reasons and adjust authorization available remaining balances. This applies to both dollar and unit-based authorizations. Enabling this feature requires an instance-level setting setting.

Role Required: Super User, Billing Team

Permission Required: Authorization  Authorization Admin, Import Admin

Search, View, Edit, and Export Authorization Balance Adjustment Reasons

1. Log in to profile

2. Select Settings from the main menu 

3. Select Custom Drop Down from the submenu  

4. In the filter, Select Item Type,

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1. choose Authorization Balance Adjustment

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1. Reason from the drop-down options.

2. Click Search

3. To export the Authorization Balance Adjustment Reason table to a CSV file, click the Export button.

4. Click anywhere in the appropriate row

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1.  to open the custom drop down details page

2. Click Actions

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1. Select Edit Custom Drop Down

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1. Item from the drop-down menu

2. Complete edits using the Edit Custom Drop Down Item form wizard

3. Click Save and Yes to confirm

Create Authorization Balance Adjustment Reasons

1. Log in to profile

2. Select Settings from the main menu 

3. Select Custom Drop Down from the submenu  

4. Click Actions 

5. Select Add New Custom Drop Down Item from the drop-down menu

6. Complete the Add New Custom Drop Down Item form wizard

   1. Item Type: Select Authorization Balance Adjustment Reason

   2. Item Name: Add a name

   3. Item Status: Select Active or Inactive  

7. Click Save and Yes to confirm

Filter/Export Authorization Balance Adjustment Reason Events

1. Log in to profile

2. Select Settings from the main menu 

3. Select Custom Drop Down from the submenu  

4. In the filter, Select Item Type, choose Authorization Balance Adjustment Reason from the drop-down options.

5. Click Search

6. Click anywhere in the appropriate row

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1.  to open the custom drop down details page

2. View all events associated with the authorization balance adjustment reason. Use filters as needed.

3. Export events by clicking the Export button

4. The file will automatically download and save to the computer's download folder as a CSV file. It is compatible with Excel.

Adjust Authorization Remaining Balance

1. Log in to DCI

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1. Click Authorization on the main menu

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1. Click Authorizations on the submenu

2. Use the filters to search by client name and service code and

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1. click Search

2. Click anywhere on the authorization row

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1.  to open the Authorization Details page

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1. Click Actions

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1. Select Adjust Remaining Balance

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1.  from the drop-down menu

2. Complete the form wizard

   1. The adjustment cannot result

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1. 1. in the new balance exceeding the initial balance

   2. The balance cannot be negative

      1. Consider all preauthorization holds and add those to the remaining balance in addition to the adjustment amount 

   3. Entry Type: Defaults to Adjustment

   4. Date (required): Enter date of adjustment

   5. Amount (required): Enter + or - with the number of units (e.g., -5, +10, etc.)

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1. 1. Reason (required): Select from the drop-down

   2. Description (optional): Must be at least five characters

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1. 1. Click Save and Yes to confirm

2. The Authorization Balance Adjustment has now moved to

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1. the Pending Fees and Adjustments

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1.  tab on the submenu where it must be approved

   1. Alternatively, from the details page,

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1. 1. click Actions

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1. 1.  and select Approve or Reject from the drop-down menu.

   2. Use the filters to locate the pending adjustment and

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1. 1. click Search

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1. 1. Click A

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1. 1.  to approve or the

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1. 1. red R

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1. 1.  to reject the adjustment

   2. Click anywhere on the adjustment row

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1. 1.  to view the Adjustment Remaining Balance Details page

Authorization Remaining Balance Details

1. Log in to DCI

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1. Click Authorization on the main menu

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1. Click Pending Fees and Adjustments

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1.  on the submenu

2. Click anywhere on the adjustment row

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1.  to open the Adjustment Remaining Balance Details page

   1. View/filter reference entries, notes,

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1. 1.  and attachments. Add a new note or attachment and either approve, edit,

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1. 1.  or reject the adjustment. 

      1. To Add a new Adjustment Remaining Balance Note:

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1. 1. 1. 1. Click Actions 

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1. 1. 1. 1. then select New

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1. 1. 1. 1. Note from the drop-down menu

         2. Choose

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1. 1. 1. 1. the Note Type

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1. 1. 1. 1.  from the drop-down then enter

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1. 1. 1. 1. the Subject and Body text

            1. To associate an attachment with the note, click

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1. 1. 1. 1. 1.  the Choose File

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1. 1. 1. 1. 1.  button in the Attachment field. Select

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1. 1. 1. 1. 1. the file then

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1. 1. 1. 1. 1. click Open

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1. 1. 1. 1. 1.  to upload.

               1. To remove the attachment, hover over the circle icon until it turns red then click it.

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1. 1. 1. 1. Click Save then Yes to confirm

      2. To Add a new Adjustment Remaining Balance Attachment:

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1. 1. 1. 1. Click Actions 

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1. 1. 1. 1. then select New

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1. 1. 1. 1. Attachment from the drop-down menu

         2. Enter the Attachment Name

         3. C

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1. 1. 1. 1. lick the Choose File button in the Attachment field. Select the file then click Open to upload.

         2. C

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1. 1. 1. 1. lick Choose File

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1. 1. 1. 1.  in the Attachment field. Select

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1. 1. 1. 1. the file then

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1. 1. 1. 1. click Open

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1. 1. 1. 1.  to upload.

            1. To remove the attachment, hover over the circle icon until it turns red then click it.

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1. 1. 1. 1. Click Save then Yes to confirm

      2. To Edit a Pending Authorization Balance Adjustment:

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1. 1. 1. 1. Click Actions then select Edit Adjustment Remaining Balance

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1. 1. 1. 1.  from the drop-down menu

         2. Complete edits as needed

            1. Editable fields

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1. 1. 1. 1. 1. are Date, Amount, Reason Type, 

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1. 1. 1. 1. 1. and Description (

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1. 1. 1. 1. 1. description must be at

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1. 1. 1. 1. 1. least five

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1. 1. 1. 1. 1.  characters).

            2. Entry

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1. 1. 1. 1. 1. Type field is

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1. 1. 1. 1. 1.  locked to reflect Adjustment

         2. Click 

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1. 1. 1. 1. Update and Yes to confirm

Approve/Reject Pending Authorization Balance Adjustment from the Pending Fees and Adjustments Submenu

1. Log in with personal profile

2. Select Authorization from the main menu

3. Select Pending Fees and Adjustments from the submenu

4. In the appropriate authorization balance adjustment row,

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1. click A

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1.  to approve or the red R to reject the adjustment. 

Import Authorizations

Authorizations, including including initial balance, updates to the to the remaining balance, and authorization approvals, can be mass imported. To learn how to import authorizations, see the Admin Guide - Import Import Module article in  in the Help Center.

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