VTH Discretionary Adjustment

Implementation Date: 4/1/2009

Date of Last Revision: 1/19/023

Next Review Due: 01/08/2025

Reviewed by VTH Administrative Team: 02/17/2009

Reviewed by VTH Board: 02/19/2009

Reviewed by Legal Counsel: N/A

Reviewed by Biosecurity Subcommittee: N/A

Subject to modification by the VTH Director without approval.

Policy

When a faculty member has determined that a procedure had an unexpected outcome or untoward result and feels that the client should not pay all or part of the bill, these charges will be billed against the discretionary adjustment account. This is not to be used for normal medical complications, low estimates given to clients (which must be communicated in advance to the client), or to cover the cost of additional supplies used in student instruction (this refers to the student teaching adjustment policy). Dispensary items that are non-returnable, but the clinician feels should not be charged to the client, will require a discretionary adjustment submitted prior to charges being removed. A Release of All Claims form signed by the client will be required for discretionary adjustment requests over $500.

Guidelines

Prior approval by the VTH Director or designee is required. Invoice Adjustments must be approved, submitted, and entered on the invoice prior to patient discharge.

Examples of when a discretionary adjustment could be applied include:

• The client was charged for procedures performed based on erroneous or misinterpretation of lab results.
• Tests or treatments were performed without the client’s consent.
• An unexpected event occurred.

Procedure (if applicable)

In order to charge to the discretionary fund, prior approval by the VTH Director or designee is required. The
Discretionary Adjustment form must be completed and submitted to Client Services. The expense will be
adjusted off the client’s bill and charged to the Discretionary Adjustment fund. This Adjustment is for use by
the VTH only.

Process for submitting the online adjustment form for a discretionary adjustment:

1. https://appserv7.admin.uillinois.edu/FormBuilderSurvey/Survey/UIUCVetMed/admin/adjustment_form/
2. Log In using your net ID and password
3. Fill out the form for the current fiscal year
4. Enter applicable client information – choose credit adjustment – provide a reason for the adjustment and dollar amount of adjustment to be processed – save – route the form to proper approver – save – enter an applicable reason for adjustment – save.

DBF Codes

DAANE Anesthesia
DACAR Cardiology
DADEN Dentistry
DADM Dermatology
DAEMS Equine Medicine and Surgery
DAFS FARMS
ICUDA ICU
DAIRT Imaging
DANEU Neurology
DAONC Oncology
DAOPH Ophthalmology
DARM Rehab Medicine
DASM Shelter Medicine
DAER Small Animal ER
DAIM Small Animal Internal Medicine
DAPC Small Animal Primary Care
DASAS Small Animal Surgery
DATHR Theriogenology
DAWMC Wildlife Medical Clinic
DAZM Zoo Medicine

Definitions (if applicable)

Discretionary Adjustment: A faculty member has determined that a procedure had an unexpected or untoward outcome, or an error was made resulting in the need to adjust the client’s invoice.

Release of all Claims form: A form that discharges the University of Illinois from any further actions, claims, or alleged damages on the behalf of a client, if an adjustment is agreed upon. 

VTH – The collective clinical services of the Large Animal Clinic, the Small Animal Clinic, and the Veterinary
Medicine South Clinic.