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 later link it to the family’s next visit. If the credit needs to be returned to the family, however, follow the procedure below.
Watch a Video: Watch a video to learn how to refund personal credits in PCC EHR.
Refund a Personal Credit in PCC EHR
When you need to refund a credit on a family’s billing account, use the Payments tool in PCC EHR.
Open the History Tab of the Payments Tool
In PCC EHR, open the Payments tool, find or select an account or patient, and then click on the History tab.
Review the Account’s Credit
Before you refund a credit on an account, you may wish to review the account’s balances and the Payment History to understand why they have a credit.
For example, you might find a payment that is greater than the amount due on a charge. You can click the disclosure arrow next to a payment to review how a payment applies towards charges.
Click “Refund Credits”
Click “Refund Credits” to create a refund for the account.
Enter the Transaction Date and Refund Type
Optionally adjust the transaction date (which defaults to today), and select your practice’s personal credit refund type.
Your practice can customize what refund types are available on your system.
Enter the Refund Amount
Enter an amount to be refunded, up to the total credit balance on the account.
After you enter the refund amount and press Tab or Enter, the Balance will update to indicate the result of the refund.
Click “Save” to save the refund.
You’ve now recorded that you refunded the money to the account. Next, you might pay the family from the front desk or issue a check.
Review Results in the Payment History
After you refund a personal credit, you can see the change in the Account Balances. You can also review your payments in the Payment History index to see the linked refund.
Optionally Enter an Account Note Explaining the Refund
After you refund a personal credit, you may decide to visit the Posting tab and enter an account note explaining the refund.
Correct Mistakes: If you refund a credit incorrectly, and need to delete the refund, use the Correct Mistakes (
oops) program in PCC’s under-the-hood Practice Management tools.
Configure Your Practice’s Refund Adjustment Types
When you post a refund, it appears as an adjustment that offsets a payment or credit on an account. By default, this is done with a “Personal Refund” or “Refund – Personal” procedure.
Your practice can post other types of adjustments as well. You can edit or add new refund or offset adjustments in the Procedures table in the Table Editor (
ted). Any adjustment procedure with an accounting type of “Receipt – Refund” will appear in PCC’s tools for posting refunds or payment offset adjustments.
To learn how to edit procedures on your system, read Edit Your Practice’s Procedures, Codes, Adjustments, and Prices.