Post a Returned Check or Other Payment Reversal

When a check bounces, or a credit card payment is stopped, you can quickly reverse the payment in the Payments tool in PCC EHR. You can optionally post a fee, in accordance with your office’s financial policy. Follow the steps below to learn how to manage payment reversals in PCC.

Watch a Video: Watch a video to learn how to reverse a payment in PCC EHR.

(PCC 9.5, After 2023-01) Post a Returned Check or Other Payment Reversal

The following procedure is available in PCC 9.5, arriving for all practices in January of 2023.

When a check bounces, or a credit card payment is reversed, you can quickly mark the payment as returned and optionally post a fee.

Open the History Tab of the Payments Tool

In PCC EHR, open the Payments tool, find or select an account, and click on the History tab.

Select the Payment in the Payment History

Locate and select the payment that needs to be reversed.

You can optionally use the Search filter to quickly locate a payment by check number, date, or other criteria. You can only reverse checks or credit card payments.

Optionally Review Payment and Account Information

Before you reverse the payment, you can click on the disclosure arrow to review how the payment is currently applied.

You can also visit the Payments tab to read the Account Notes and/or contact the family to see if there is any information about the account or payment that may inform your decision.

Click “Reverse Payment”

When you are ready to proceed, click “Reverse Payment”.

Enter the Transaction Date and Select the Reversal Type

Optionally change the date of the reversal (the default is today), and then select your practice’s reversal type.

PCC includes the “Returned Check” type on practice systems by default, but your practice can create other custom reversal types.

Select a Fee Type and Adjust the Fee

If you also need to charge the account a fee, select a fee type and enter a fee amount.

Your practice can customize your fee types and amounts. If your practice configures a default fee amount, it will appear automatically when you select the fee type. If you select a fee by mistake and you don’t wish to post a fee, simply change the amount to $0.00.

Click “Save”

Click save to reverse the payment and post a fee (if entered).

Review the Result in the Payment History

In the Payment History, you can see the original payment is now crossed off. You can also see that it is now linked to a returned check refund procedure and the fee that you charged.

You may also notice that the account’s personal balance has increased by the amount of the returned payment and the fee, which may result in a personal bill when your practice next generates bills.

Enter an Account Note, Contact the Family, or Take Other Actions

Use the Account Notes component on the Payments tab to record any additional details. You might also wish to contact the family, generate and send a personal bill immediately, or send the account a portal message.

Remove a Payment Reversal

If you reverse a payment by mistake, or the payment actually clears and you received the message in error, you can delete the reversal and the fee.

Select the payment in the Payment History and double-click (or click “Reverse Payment”).

Then click “Delete” next to the reversal and/or the fee to remove them from the account.

Post a Returned Check and Fee in Practice Management

You can perform the procedure above in PCC’s under-the-hood PM tools, as well. Read the procedure below to learn how.

Run refund and Find the Account

Run refund from the Daily Operations window, or type refund at a command prompt. Find the account that paid with a bad check.

Post a Returned Check Procedure

Post the Returned Check adjustment procedure for the full amount of the original check.

Post the Returned Check Fee

Use refund to post the Returned Check Fee procedure. Your practice’s default fee, as entered in the Procedures table in ted, will appear in the Amount field.

Run oops

Run the Correct Mistakes (oops) program from the Daily Operations window, press the F6Correct Mistakes key while in refund, or type oops at a command prompt.

Locate the Check

Use Page Down and Page Up to find the bad check. If posted correctly, it will be listed underneath the visit date for which the payment was originally intended. Note the number next to the item.

Press F7Relink Pmt and Enter the Number Next to the Bad Check

Enter the number that appears next to the check in the history.

Select the Returned Check Procedure

From the list of outstanding charges, select the Returned Check adjustment procedure that you posted in refund. Enter the appropriate number and press Enter. If you have trouble picking the Returned Check adjustment procedure from a long list of unpaid procedures, look for a procedure with the same dollar amount as the bounced check.

Confirm Your Selection

The next screen will confirm that the full dollar amount of the check will be linked to the Returned Check adjustment procedure. The Unlinked amount should be $0.00.

Press F1Save Payments to finish linking. Back on the main oops screen, you will notice that the balance of the original charge is now reinstated. It will be listed under the original date of service. At the top of the history, you will see today’s record of the bounced check and the check fee:

Record Your Actions and Contact the Family

Add a note about the check on the Notes page of the Family Editor (fame). Contact the family or send them a form letter. When the account sends you a new check, simply run the Posting Payments (pam) program and apply the new payment to both the original charge and the Returned Check Fee.

Configure Your Practice’s Payment Reversal Adjustments and Fees

PCC software includes a Returned Check adjustment and Returned Check Fee procedure by default. Your practice can customize the adjustment and the charge in the Procedures table in the Table Editor (ted).

You can also create distinct adjustments to handle stopped credit cards or other reversed payments, and custom fees.

For more information about creating or updating adjustments in your Procedures table, read Edit Your Practice’s Procedures, Codes, Adjustments, and Prices.

The default procedures are:

  • A “Returned Check” procedure with the accounting type of “Receipt – NSF.” This adjustment procedure is used to offset the reversed payment.

  • A “Returned Check Fee” procedure with the accounting type of “Revenue – Non Service.” This procedure is used as a penalty or processing fee for the returned check. You can set a default price for this procedure, or leave it at $0.00 and adjust it at the time of posting.

  • Last modified: November 9, 2022