New Refund

​You can create refund records for unapplied overpayment amounts that may have resulted from reversing insurance payments or reversing patient payments. Once created, manage refunds as necessary to help accurately track refund statuses and payments associated with them.

There are two workflows to create and post refund amounts, follow the appropriate steps below depending on how many payments (single or multiple) need to be added to the refund.

Single Payment Refund Follow the steps below to locate the payment and refund the unapplied overpayment amount for a single payment. Click Encounters > Find Payments. The Find Payment window opens. Tip: For faster navigation, press F10 on your keyboard. Find the payment then double click to open it. The Edit Payment window opens. Tip: To return more accurate search results, select the All tab, use the Look For search bar to enter all or part of a keyword for the payment, and click to clear "Show unapplied only" as needed. Then, click Find Now.  Click Refunds on the bottom of the window and select Refund Unapplied Amount. The New Refund window opens.
Enter the appropriate information. Note: The payment is added to the refund and some information auto-populates from the payment. Edit those details as necessary. Recipient Type: Auto-populates from the Payment record. If necessary, click the drop-down arrow to select a different type of recipient. Refund Recipient: Auto-populates from the Payment record. If necessary, depending on the Recipient Type, click Patient or Insurance to search and select the refund recipient, or enter the Other refund recipient. Issue Date: Enter the date the refund is being issued. Refund Method: Click the drop-down arrow to select how the refund is being issued. Memo: Enter any notes related to the refund. Status: Click the drop-down arrow to select the status of the refund, Draft or Issued. Ref.#: Enter a tracking number for the refund (e.g., check, confirmation, or authorization number). Amount to Refund: Auto-populates with the total Unapplied amount of the Payment record. If necessary, double click the field under the Amount to Refund column to enter a different amount to refund. When finished, click Save.
Multiple Payment Refund Follow the steps below to create a new refund and post the refund amounts for multiple payments. To prevent duplication, find the refund and verify the refund is not in the system. Then, click New on the bottom of the Find Refund window. The New Refund window opens. Enter the appropriate information. Recipient Type: Defaults to Insurance. Click the drop-down arrow to select Patient or Other. Refund Recipient: Depending on the Recipient Type, click Patient or Insurance to find and search and select the refund recipient, or enter the Other refund recipient. Issue Date: Defaults to the current date. Enter the date the refund is being issued. Refund Method: Click the drop-down arrow to select how the refund is being issued. Memo: Enter any notes related to the refund. Status: Click the drop-down arrow to select the status of the refund, Draft or Issued. Ref.#: Enter a tracking number for the refund (e.g., check, confirmation, or authorization number). Click Add. The Select Payment window opens. Search for and double click to select the payment to add to the refund. Repeat this step as necessary. If a payment was added in error, click to select it. Then, click Delete and the payment is removed from the refund.  Once all payments are added, double click the field under the Amount to Refund column and enter the refund amount for each payment listed. When finished, click Save.