Authorization - Manage Remaining Balances

Description: 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.

Role Required: Super User, Billing Team

Permission Required: Authorization Admin, Import Admin

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

Log in to profile
Select Settings from the main menu
Select Custom Drop Down from the submenu
In the filter, Select Item Type, choose Authorization Balance Adjustment Reason from the drop-down options.
Click Search
To export the Authorization Balance Adjustment Reason table to a CSV file, click the Export button.
Click anywhere in the appropriate row to open the custom drop down details page
Click Actions
Select Edit Custom Drop Down Item from the drop-down menu
Complete edits using the Edit Custom Drop Down Item form wizard
Click Save and Yes to confirm

Create Authorization Balance Adjustment Reasons

Log in to profile
Select Settings from the main menu
Select Custom Drop Down from the submenu
Click Actions
Select Add New Custom Drop Down Item from the drop-down menu
Complete the Add New Custom Drop Down Item form wizard

Item Type: Select Authorization Balance Adjustment Reason
Item Name: Add a name
Item Status: Select Active or Inactive

Click Save and Yes to confirm

Filter/Export Authorization Balance Adjustment Reason Events

Log in to profile
Select Settings from the main menu
Select Custom Drop Down from the submenu
In the filter, Select Item Type, choose Authorization Balance Adjustment Reason from the drop-down options.
Click Search
Click anywhere in the appropriate row to open the custom drop down details page
View all events associated with the authorization balance adjustment reason. Use filters as needed.
Export events by clicking the Export button
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

Log in to DCI
Click Authorization on the main menu
Click Authorizations on the submenu
Use the filters to search by client name and service code and click Search
Click anywhere on the authorization row to open the Authorization Details page
Click Actions
Select Adjust Remaining Balance from the drop-down menu
Complete the form wizard
1. The adjustment cannot result in the new balance exceeding the initial balance
2. The balance cannot be negative

Entry Type: Defaults to Adjustment
Date (required): Enter date of adjustment
Amount (required): Enter + or - with the number of units (e.g., -5, +10, etc.)
Reason (required): Select from the drop-down
Description (optional): Must be at least five characters
Click Save and Yes to confirm

The Authorization Balance Adjustment has now moved to the Pending Fees and Adjustments tab on the submenu where it must be approved
1. Alternatively, from the details page, click Actions and select Approve or Reject from the drop-down menu.

Use the filters to locate the pending adjustment and click Search
Click A to approve or the red R to reject the adjustment
Click anywhere on the adjustment row to view the Adjustment Remaining Balance Details page

Authorization Remaining Balance Details

Log in to DCI
Click Authorization on the main menu
Click Pending Fees and Adjustments on the submenu
Click anywhere on the adjustment row to open the Adjustment Remaining Balance Details page
1. View/filter reference entries, notes, and attachments. Add a new note or attachment and either approve, edit, or reject the adjustment.
  1. To Add a new Adjustment Remaining Balance Note:
    1. Click Actions then select New Note from the drop-down menu
    2. Choose the Note Type from the drop-down then enter the Subject and Body text
      1. To associate an attachment with the note, click the Choose File button in the Attachment field. Select the file then click Open to upload.
        To remove the attachment, hover over the circle icon until it turns red then click it.
    3. Click Save then Yes to confirm
  2. To Add a new Adjustment Remaining Balance Attachment:
    1. Click Actions then select New Attachment from the drop-down menu
    2. Enter the Attachment Name
    3. Click the Choose File button in the Attachment field. Select the file then click Open to upload.
    4. Click Choose File in the Attachment field. Select the file then click Open to upload.
      1. To remove the attachment, hover over the circle icon until it turns red then click it.
    5. Click Save then Yes to confirm
  3. To Edit a Pending Authorization Balance Adjustment:
    1. Click Actions then select Edit Adjustment Remaining Balance from the drop-down menu
    2. Complete edits as needed
      1. Editable fields are Date, Amount, Reason Type, and Description (description must be at least five characters).
      2. Entry Type field is locked to reflect Adjustment
    3. Click Update and Yes to confirm

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

Log in with personal profile
Select Authorization from the main menu
Select Pending Fees and Adjustments from the submenu
In the appropriate authorization balance adjustment row, click A to approve or the red R to reject the adjustment.

Import Authorizations

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