The Transactions module in Aclaimant provides a permanent, audible, digital paper trail for every dollar moved within a claim. By tracking specific financial movements—rather than just snapshot evaluations—you ensure financial integrity, bridge the gap for future audits, and maintain regulatory compliance.
How to Access Transactions
To enter or view financial data using the Transactions workflow:
Navigate to the Incidents module and select the relevant incident report.
Click on the Claims tab.
Select the specific claim file you wish to manage.
Click the Financials tab. You will land directly on the Transactions sub-tab.
Adding a New Transaction
When you click the + New Transaction button, you are presented with several tabs to capture the full story of the payment.
1. Payment Tab
This is where you define the core financial data:
Amount: Enter the total dollar value.
Self-Pay Toggle:Highly Recommended. Toggle this to "On" if the payment is being made directly out of your program's funds.
Date: The actual date the payment or transaction occurred.
Category & Subcategory: Select the type (e.g., Medical, Legal, Indemnity).
Tip: Once you type a new subcategory, it will be saved for future selection.
Payment Document Type: Choose between Check, Voucher, or Other.
Regulatory Toggles: Select if the payment is not IRS-reportable or falls under specific rules like California Section 4850.
2. Bank & Check Tabs
Bank: If paying via ACH, input the Bank Name, Routing Number, and Account Number.
Check: Enter the check number and relevant mailing details. Even if not required, filling these out helps resolve future payment inquiries.
3. Payee & Invoice Tabs
Payee: Identify the recipient (e.g., "Urgent Care" or a specific medical provider).
Invoice: Input specific invoice numbers and dates to match your internal accounting records.
4. Service & Documents Tabs
Service: Itemize what you are paying for (e.g., triage, X-rays, or specific legal services).
Documents: Upload and attach copies of bills, follow-up instructions, or receipts.
5. Notes Tab (Most Important)
"Future you will thank you." Always use the Notes tab to document the "Who, What, and Why." Include names of managers spoken to or specific reasons for the payment to ensure a clear audit trail.
Best Practices
Let the System do the Math: When recording subrogation or recoveries, do not use a minus sign (-). Simply categorize the transaction correctly, and Aclaimant will automatically handle the calculation for your net incurred totals.
Categorize with Intent: Avoid generic labels. Use specific categories so your data is easily searchable and reportable during high-level analytics reviews.
Filter & Group: Use the dropdown menus at the top of your transaction list to narrow down your view.
Date: Filter by specific months or custom ranges.
Amount: Find payments that fall within a certain price point.
Type & Category: Group your expenses to see exactly where your budget is going.
Capture Payees Early: Inputting provider details as soon as they are known prevents "mystery payments" later in the claim lifecycle.
Keep Forecasts Fresh: As soon as a reserve change is identified, update it via a transaction to keep your financial forecasting accurate in real-time.
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