Description: In this topic, the user will learn how to use authorization remaining balance adjustments, which is a way for DCI to allow a user to change the remaining balance available on an existing authorization. This update applies to both dollar and unit-based authorizations. Enabling this feature requires an instance-level setting change.

Role Required: Super User, Billing Team

Permission Required: 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, choose Authorization Balance Adjustment Reason from the drop-down options.

5. Click Search

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

7. Click anywhere in the appropriate row to open the custom drop down details page

8. Click Actions

9. Select Edit Custom Drop Down Item from the drop-down menu

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

11. 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 to open the custom drop down details page

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

8. Export events by clicking the Export button

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

Adjust Remaining Balance Authorization

1. Log in with personal profile

2. Select Authorization from the main menu

3. Select Authorizations from the submenu

4. Enter the client name and service code in filters and click Search

5. Click anywhere on the appropriate row to open the authorization detail screen

6. Click Actions

7. Select Adjust Remaining Balance from the drop-down menu

8. Complete the Adjust Remaining Balance form wizard noting that the description field must be at least five characters in length

9. Restrictions to Adjustments 

   1. The remaining balance adjustment cannot result in a new balance exceeding the initial balance

   2. Remaining balance cannot be negative

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

10. Click Save and Yes to confirm

11. The adjustment has now moved to the Pending Fees and Adjustments submenu where it must be approved to complete the process

Authorization Remaining Balance Details Screen Actions

1. Log in with personal profile
2. Select Authorization from the main menu
3. Select Pending Fees and Adjustments from the submenu
4. Click anywhere on the appropriate row to open the adjustment remaining balance details screen
5. View/filter reference entries, notes, and attachments. Add a new note or attachment and either approve, edit, or reject the adjustment. 

   1. Add a new adjustment remaining balance note

      1. Click Actions

      2. Select New Note from the drop-down menu

         1. Complete the New Note form wizard

            1. To associate an attachment with the note, click Choose File in the Attachment field, select the file, and click Open to upload.

               1. To remove the attachment, hover over the blue circle icon with a line in it until it turns red then click it.

         2. Click Save and Yes to confirm

   2. Add a new adjustment remaining balance attachment

      1. Click Actions 

      2. Select New Attachment from the drop-down menu

         1. Enter the Attachment Name

         2. Click Choose File in the Attachment field, select the file, and click Open to upload.

            1. To remove the attachment, hover over the blue circle icon with a line in it until it turns red then click it.

         3. Click Save and Yes to confirm

   3. View/filter adjustment remaining balance reference entries/notes/attachments

      1. Use filters as appropriate on the Reference Entries tab, Notes tab, or Attachments tab then click Search.

      2. Click anywhere in the row to select and open a particular item

         1. Click Reset to reset the search and show all associated data

   4. Edit a pending authorization balance adjustment

      1. Click Actions

      2. Select Edit Adjust Remaining Balance from the drop-down menu

         1. Complete edits

            1. The description field must be at least five characters in length

         2. Click Save and Yes to confirm

   5. Manually approve/reject adjustment remaining balance

      1. Click Actions

      2. Select Approve or Reject from the drop-down menu

      3. Click 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, click A to approve or the red R to reject the adjustment. 

Import

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

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