Entering a Refund

Version 14.8
Path: Smart Toolbar > Account button > Credits tab


To issue a refund, the amount to be refunded (e.g., overpayment, erroneous patient payment) MUST first be entered as a credit in the patient's account. If a refund is being issued as a result of a retraction, the original payment must be deleted from the corresponding claim to allow OP to record an available credit on a patient's account. The following instructions assume there is an available credit on the specified patient account. 

  1. From the patient account, click on the Credit tab.

  1. Click on the Add Refund button.

Note: To change the date of the refund from the current date, click on the down arrow next to the Date field and select a new date from the dropdown list.
  1. Click the dropdown box next to the Pay method field and select the appropriate method of the refund. Choose from check, cash, credit card, etc.

  1. Enter the amount to be refunded in the Refund From Patient Credit or Refund from Insurance Credit field as appropriate.

If no patient or insurance credit has been entered in the patient's account, the number pad icons will be grayed out and no amount can be entered.
  1. Enter the 'refund' details in the free-form Note field, as appropriate. Be sure to include a clear description of why the refund is being issued. 
  • If the refund method type selected is a check, enter the refund check number and any other pertinent information in regard to this refund.
  • If the refund method type selected is an Insurance transfer, please see: Processing an Insurance Retraction, Takeback, or Recoupment.
  • If the refund entry is being done to CORRECT for a previous user error of credit/payment duplication, for example, select unspecified as the refund method and record the explanation in the note field as appropriate.
  1. Click on Save/Post to return to the Patient's Account form.