Insurance
How do I handle a settlement reduction or write-off request?
Organization ApprovedSource Verified
Summary
Reduction requests must be in writing on the Proposed Settlement Reduction Worksheet and are decided by the Accounts Manager. Write-offs require a signed Write-Off Request and Approval Form and an entry on the Write-Off Log.
- 1Any attorney requesting a reduction must submit a written request with a breakdown of the proposed settlement disbursement, using the Proposed Settlement Reduction Worksheet.
- 2If an insurance carrier calls requesting a reduction, tell them the clinic does not reduce its bill or liens for any carrier; if they persist, ask for the request in writing for denial by the Accounts Manager.
- 3If an attorney calls, tell them the request must be in writing, then fax or email the Proposed Settlement Reduction Worksheet for them to complete for review by the Accounts Manager, who will approve, deny, or negotiate.
- 4Email any received worksheet or attorney reduction request to the Accounts Manager; Accident & Injury and Phil Votaw requests go to Quality Assurance instead. Our specific form is not required — a letter or email with the necessary information may be forwarded.
- 5An approved settlement reduction must be signed by a director only (accounts manager, quality assurance, or operations); file it on the left side of the chart.
- 6Each patient with a balance to be written off must have a Write-Off Request and Approval Form documenting why; process the write-off only once the Account Manager or a director has signed it.
- 7Print the Write-Off Request and Approval Form, pull the Gold Card and Travel Card, and print a patient computer ledger from Medisoft.
- 8File on the left side of the chart with the Gold Card on top, then the Write-Off Request and Approval Form, then the computer ledger, and file the chart per the instructions at the bottom of the form.
- 9List each patient with a balance adjusted in Medisoft on the Write-Off Log to document credit/debit adjustments and refunds; when a director sends a Write-Off Log, file a copy with the clinic's daily documents.
Citation
CA Manual, Proposed Settlement Reduction Worksheet; Write-Off Request and Approval Form; Write-Off Log, p. Insurance/Billing · Revised 2/9/26Answers source the CA Manual first; the Medisoft guide is used only where the CA Manual does not cover the task.