Returning a Payment (Refund)

When issuing a Refund, the credit is posted as a negative payment to the patient account. Refunds can be posted using XCharge / OpenEdge, PayConnect, or PaySimple. 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 card:

  1. In the patient's Account Module, click Payment.
  2. Enter a negative amount to return to the credit card (e.g. -50), then click OK to open the Payment Window.
  3. Clinics: If using 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 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 hasn't been allocated yet, add a paysplit and assign the unearned type of the original prepayment.
    • If the original payment was not allocated to a procedure or unearned type, you do not need to create a paysplit.

    If no paysplit is added, an unallocated paysplit will be created.

  5. If not a credit card return, click OK to complete the return. If a credit card return, proceed to step 6.
  6. Select the credit card to charge or New Card to enter a new credit card number.
  7. Click XCharge, PayConnect, or PaySimple to initiate the credit card processor.

    X-Charge: XCharge Windows

    1. Select Return as the transaction type then check Save Token (to securely save new credit card information for later use), Prompt for Signature, and/or Print Receipt if desired.
    2. Click OK.
    3. Enter the credit card information (for a new credit card).
    4. Click Process or F12.

    PayConnect: PayConnect Payment Information Window

    1. Select Return as the transaction type.
    2. Enter the credit card information (for a new credit card).
    3. Click OK.

    PaySimple: PaySimple Payment Information Window

    1. Select Return as the transaction type.
    2. Enter the credit card information (for a new credit card).
    3. Click OK.

    The Payment 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 (one set of credentials) or PayConnect Setup (single set of credentials).

Note:
  • Payments allocated to procedures for multiple family members will post to each patient account.
  • Cancel will void this return transaction.