Credit Card Return

Refund Patient Payments back to a credit or debit card using XCharge (OpenEdge), PayConnect, or PaySimple. Refunds cannot be performed directly to a patient's checking or savings account via an ACH transaction, instead process a check or debit refund. When issuing a Refund, the credit is posted as a negative to the patient account. It may be necessary to apply an Adjustment to remove any procedure balance due after the refund if the patient is no longer responsible.

To return a payment to a credit or debit card:

  1. Select the patient. In the Account Module, click Payment.
  2. Enter a negative amount to return to the card (e.g. -50), then click OK to open the Payment Window.
  3. Clinics: Verify the correct Clinic is selected.
  4. Current Payment Splits: Allocate the refund to a procedure or unearned income type.
    • If refunding a payment that has been allocated, add a payment split (paysplit) associated to the original procedure. Check Show All Charges, locate the charge for the original procedure, then click Add Partial and enter a negative split amount.
    • If refunding a Prepayment that has not been allocated yet, add a paysplit and attach the original prepayment.
    • If the original payment was not allocated to a procedure or unearned type, add a negative paysplit.
    Note: If no paysplit is added, an Unearned/Unallocated paysplit will be created.
  5. If this is not a credit or debit card return, enter the check number (if applicable) and select the Payment Type then click OK to complete the return.
    If this is a card return, proceed to step 6.
  6. Credit Card: Select the credit/debit card to charge or select New Card to enter a new card number.
  7. Click XCharge, PayConnect, or PaySimple to initiate the credit card processor. If multiple card processing programs are enabled, and a card or account is selected, use the program listed next to the number to process the payment. Otherwise, you will be prompted to enter new card or account information.

    X-Charge: XCharge Windows

    1. Select Return as the transaction type.
    2. (for new cards) Check Save Token to safely store the card on file then click OK to enter the new card information.
    3. Click Process or F12.

    PayConnect: PayConnect Window

    1. Select Return as the transaction type.
    2. (for new cards) Enter the card information and check Save Token to safely store the card on file.
    3. Click OK.

    PaySimple: PaySimple Window

    1. Select Return as the transaction type.
    2. (for new cards or account) Enter the card information and uncheck One-Time Payment to safely store the card on file.
    3. Click OK.

    The Credit Card Transaction Details will be automatically added to the payment note.

  8. Print Receipt/E-mail Receipt: Click to manually print or email a receipt. You can also set Open Dental to automatically print or email after a transaction. See XCharge Setup or PayConnect Setup.
  9. Click OK to post the return to the patient account.
Note:
  • Payments allocated to procedures for multiple family members will post to each patient account.
  • Cancel will void this return transaction.