Refund Personal Credits

If a family paid you for a copay that they did not owe, or if they pay you twice for the same visit, you may need to issue them a refund. In some cases, you can leave the amount as a credit on the account and link it to the family’s next visit. If the credit needs to be returned to the family, however, follow the procedure below.

Note: The steps below require a “Personal Refund” procedure in the Procedures table in the Table Editor (ted). Personal Refund should have an accounting type of “Receipt – Refund.” You may also create other procedures for special refund or account adjustment types.

Run refund for the Account

Run refund from the Daily Operations window, or type refund at a command prompt. Find the account that has the credit.

Note: The refund program posts refunds and adjustments to the first patient on an account. You can specify with which patient the refund adjustment is associated by running Refund instead of refund. The Refund program finds accounts by asking for the patient name. Both versions of refund can be found in the Payments window in the Billing Functions window of Partner.

Post a Refund

Post a Personal Refund procedure for the amount you are refunding. Fill out the refund information and press F1Save.

Run oops

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

Locate the Credit

The credit will appear in oops as an unlinked, open-item payment on the date it was posted. Use Page Down and Page Up to find the credit, and note the item number next to it.

You may notice that the payment pays off a charge on the account, in which case oops will list the payment underneath the charge.

Press F7Relink Pmt and Choose the Credit

Press F7 and enter the number that appears next to the credit in the history:

Select the Refund Procedure

From the list of outstanding charges, find the Refund procedure you posted in refund. Type the corresponding number and press Enter. If the payment pays off additional charges, and you are only refunding a part of it, link the payment to both the refund and the charges from the visit, as shown in the example below:

Confirm the Payment Links to the Refund and the Charges

On the next screen, confirm that the payment you are refunding links to both the refund and any charges to which it should be applied. In other words, the payment should be fully accounted for, with no unlinked amount remaining. The Balance fields should be $0.00.

Send the Family a Check and Add a Note to the Account

Refund the money to the family. You should also record the details of this transaction on the Notes page of the Family Editor (fame).

  • Last modified: August 11, 2015