Learn how to refund patient payments by viewing an interactive guide or step-by-step instructions.

How to Create a Patient Refund

1. Select the patient and go to the Account Module
2. If a charge needs to be refunded, proceed with the following steps to create an adjustment. If the refund is due to an overpayment (credit), skip to Step 6.
3. Right-click the charge and choose Add Adjustment.
4. In the Edit Adjusmtent window, enter the amount to be refunded (e.g., the procedure fee) and choose a subtraction adjustment type.
• Make sure the amount is entered as a positive number and not a negative number.
5. Click Save. The amount to be refunded is now added as a credit to the patient's account.
6. In the Patient Account grid, right-click the original payment.
7. In the dropdown, select Refund.
8. If the entire payment is being refunded, skip to Step 11. If only refunding a partial payment proceed with the following steps.
9. In the Payment window, adjust the payment amount to match the refund amount.
10. Edit the Current Payment Splits to match what is being refunded. See Paysplit Revise for detailed instructions.
11. Enter payment details (e.g., check number, payment type, etc.) If processing a refund to a credit card, see Credit Card Return for additional steps.
12. Click Save to finalize the refund.

The refund is added as negative payment line item to the patient's account

How to Create an Insurance Refund

Choose an option to jump to the applicable steps:

• Refund is being distributed to another claim (e.g., takeback)
• Refund is being returned to the carrier

If the refund is being distributed to another claim:

1. Select the patient and go to the Account Module.
2. In the Patient Account grid, double-click the claim to be refunded.
3. In the Edit Claim window, highlight the procedure(s) to be refunded.
4. Click the Supplemental button.
5. In the Enter Payment window, enter the refund amounts as a negative in the Ins Pay column.
6. Click Save.
7. In the Edit Claim window, click Save to exit the claim.
8. Go to the Manage Module.
9. Click Batch Ins.
10. In the Batch Insurance Payments window, click Add to create the batch.
11. In the Edit Insurance Payment window, enter the batch payment details.
    • If no additional payment is being made, enter 0 for the amount.
12. In the Insurance Payment (EOB) window, highlight the refunded claim from the All Outstanding Claims grid.
13. Receive the other claims from the EOB. See Receive Claim for detailed instructions.
• Once all claims from the EOB are attached, the Total Payments and Amount should match.
14. You can now exit the Insurance Payment (EOB) window. Payment is automatically finalized.

The refund is displayed as a negative insurance payment on the patient's account.

If the refund is being returned to the carrier:

1. Select the patient and go to the Account Module.
2. In the Patient Account grid, double-click the claim to be refunded.
3. In the Edit Claim window, highlight the procedure(s) to be refunded.
4. Click the Supplemental button.
5. In the Enter Payment window, enter the refund amounts as a negative in the Ins Pay column.
6. Click Save.
7. In the Edit Claim window, click the This Claim button.
8. In the Edit Insurance Payment window, enter payment details.
   • The Amount is automatically entered as a negative.
9. Click Save.
10. In the Insurance Payment (EOB) window, verify refund details and click Save.

The refund is displayed as a negative insurance payment on the patient's account.

Additional Resources

See our video: QuickTip: Refunding a Patient Overpayment

• Refund
• Credit Card Return
• Batch Insurance Payment
• Paysplit
• Paysplit Revise