Payments/Adjustments Report

Payments/Adjustments Report

Overview

The Payments/Adjustments Report provides a detailed view of financial activity related to client billing. This report helps billing teams and administrators track payments received, adjustments applied, and outstanding balances across clients and payers. It supports accurate reconciliation and offers transparency into each transaction’s origin and status.

The report enables practices to monitor financial performance, identify unapplied or partially applied payments, and ensure billing accuracy.

You can export the report in CSV, PDF, or Excel format.

See Also

Working with Reports — Learn how to access reports, manage permissions, and use common features such as search, export, and zoom.

Step 1: Accessing the Payments/Adjustments Report

To access the Payments/Adjustments Report:

  1. Select More from the left sidebar.
  2. Select Reports.
  3. In the Report dropdown, select Payments/Adjustments Report.




Step 2: Using Report Filters 

Encounter Start / Encounter End: Select a date range to filter records based on the encounter date. Only encounters within this date range will be included in the report. This is the primary filter used to run the report by default. All other filters are optional and can be used to further narrow the results.

Additional filters are available to refine results:
  1. Clinician: Choose a specific clinician to view payments or adjustments related only to that clinician. Leave blank to include all clinicians.
  2. Location: Filter results by the service location. Useful for multi-site practices to segment data by practice location.
  3. Include Encounters Without Payments: Select Yes to include all encounters within the specified Encounter Start Date and Encounter End Date, including denials (insurance adjustments with $0 payment amounts). This filter is only applied when Payment Start/End Date, Posted Start/End Date, and Transaction Type filters are not in use. By default, 'No' option is selected.
  4. Payment Start Date / Payment End Date: Specify a date range to include only those payments received during this period. Leave blank to include all payment dates.
  5. Posted Start Date / Posted End Date: Define the range of dates when transactions (payments or adjustments) were posted to the system. Helps distinguish between actual payment date and when it was entered into the system.
  6. Transaction Type: Select from available transaction types (e.g., Client Payment, Client Adjustment, Insurance Payment, Insurance Adjustment). Helps to isolate a specific type of transaction for review or reconciliation.
  7. Client: Select a specific client to view payments or adjustments associated only with that client. Leave blank to include all clients.
  8. Payer: Filter results by insurance payer. This helps you review payments or adjustments tied to a specific payer.
  9. Service Code: Limit results to transactions that include a particular service code. Useful for analyzing activity for specific billable services.
  10. Modifiers: Include transactions that use specific service code modifiers. This helps refine results when a service code is billed with multiple variations.
  11. Source: Filter transactions by payment source. Available options include Cash, Check, Credit Card, Denial, EFT, Money Order, and Other. Use this filter to segment payments based on how they were received.
  12. Self Pay: View transactions for clients marked as self-pay in the Account > Insurance section of the client’s chart. This helps distinguish self-pay activity from insurance-related transactions.
  13. Reference Number: Search for transactions using a specific reference number or check number. This is helpful when reconciling bank deposits or researching payment entries.
  14. Transaction Code: Filter by the transaction code assigned to the payment or adjustment. Available options include Account Adjustment, Credit, Write-off, and Bad Debt. Use this filter to isolate a particular type of transaction for review or reporting.




Step 3: Running the Report 

After selecting the desired filter options, click the Run Report button. The report is then generated and displayed as shown in the screenshot below. A description of each column in the report is provided beneath the screenshot.



When you run or export the report, it includes the following columns:

Client
  1. Client: Displays the full name of the client associated with the payment or adjustment.
  2. Chart ID: Displays the client's chart ID.
  3. Client Balance: Shows the total outstanding balance the client owes across all charges.
  4. Insurance Balance: Shows the total outstanding balance expected from the insurance payer across all charges.
  5. Total Balance: Combined total of the client and insurance balances across all charges.
  6. Payment Requested: Displays the most recent date a payment was requested from the client using the Request Payment button on the Service Codes screen.
Charge
  1. Encounter: Displays the date of the client’s encounter.
  2. Service: Shows the service codes with modifiers.
  3. Clinician: The provider who performed the service.
  4. Service Location: The location where the service was delivered.
  5. Note Status: Indicates the current status of the clinical note associated with the charge (e.g., In Progress, Finished, Signed).
  6. Charge: Displays the charge amount for the specific service within the encounter.
  7. Client Pd: Displays client payment amounts.
  8. Ins Pd: Displays insurance payment amounts.
  9. Client Adj: Displays client adjustment amounts.
  10. Ins Adj: Displays insurance adjustment amounts.
  11. Client Balance: Shows the outstanding amount the client owes for the specific service within the encounter. 
  12. Insurance Balance: Displays the outstanding amount for the specific service within the encounter expected from the insurance payer.
  13. Total Balance: Sum of the client and insurance balances for the specific service within the encounter.
Payments/Adjustments
  1. Transaction Type: Displays the type of transaction, such as Client Payment, Client Adjustment, Insurance Payment, or Insurance Adjustment.
  2. Payment Date: The date when the payment or adjustment was received.
  3. Posted Date: The date the transaction was entered into the system.
  4. Reference Number: Any reference or check number associated with the transaction.
  5. Payer: Displays payer name who made the insurance payment.
  6. Payer Type: Identifies the type of payer, Primary or Secondary.
  7. Amount: Displays the total payment posted on the charge for all the services within the encounter.  
  8. Amount Applied To: Displays the amount applied to the specific service within the encounter.
  9. Entered By: The user who entered the payment in the account ledger.
  10. Transaction Code: Indicates whether the transaction is a payment or an adjustment.
  11. Online Payment: Indicates whether the payment was made through Nexio.
  12. Source: Indicates the source of the payment, such as Cash, Check, Credit Card, Denial, EFT, Money Order, or Other.


FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.


Click here for quick access to the FAQs.

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com



Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.