How to Record a Refund

You may refund undistributed amounts to any payer.

Start by checking to see if the amount you want to refund is available in the system as undistributed funds — that is, funds that have not been distributed to specific patient accounts in the form of a credit entry and have not been applied to any specific charges. If the amount that you want to refund has already been applied, you can reverse the payment to convert the amount to undistributed, making it refundable. See How to Reverse a Credit Entry, Bounced Check, or Over-Payment for the details.

1. In the Navigation Bar on the left side of the screen, click the type of payer (Insurance Carrier, Private Payer, or Patient (Self) Payer) you want to review. Look for non-zero amounts in the Total Undistributed Amount column. (Tip: Use the filter row just beneath the Undistributed column heading to change the column filter to “>”, then and type in a zero. Remember to clear the filter when you are done, using the same drop list.)

   

   

   
   

2. When you find the desired payer in the appropriate Payer list, confirm that the undistributed amount is at least as much as you intend to refund.

   

3. Open the Payer by double-clicking or by selecting the row and clicking the Edit (pencil) button on the tool bar.
4. Now look through the various Voucher tabs to locate the undistributed amount(s) that you want to refund.

   

5. To do the refund, open the detail view (Edit) the Voucher, and select the Refunds tab in the list box at the bottom.

   

6. Click the New button to record the amount to be refunded and the date, then save and exit on this screen as well as on the Voucher.

   

7. Notice that the undistributed amount on the Voucher and the Payer will now be reduced by the amount of your refund.

• Start by checking to see if the amount you want to refund is available in the system as undistributed funds — that is, funds that have not been distributed to specific patient accounts in the form of a credit entry and have not been applied to any specific charges.
  • In the Navigation Bar on the left side of the screen, click the type of payer (Insurance Carrier, Private Payer, or Patient (Self) Payer) you want to review. Look for non-zero amounts in the Undistributed column. (Tip: Use the filter row just beneath the Undistributed column heading to change the column filter to “>”, then and type in a zero. Remember to clear the filter when you are done.)