Making a Refund/Overpayment Adjustment

A refund/overpayment adjustment is used to give a refund to a patient if the patient has overpaid. More...

When you enter a refund, the software expects the amount entered to be a positive amount. If you enter a negative amount for the refund, the software displays the following warning: Refund amounts are normally supposed to be positive. A negative amount should only be used to reverse a refund posted in error. Are you sure you want to continue with a negative amount? Correcting refund errors by entering a negative amount ensures that all daysheet and monthly totals are correct and that collection figures remain in balance.
Example

To make a refund/overpayment adjustment:

Select the Refund/Over-payment option button in the Financial Functions — Adjustments window. The account balance information is displayed in the center of the Financial Functions — Adjustments window.

In the Account to Adjust box, select whether the refund should affect the responsible party balance or the insurance balance.

The amounts shown in the Actual section of the Balance Adjustment section reflect the amount owed by the responsible party or insurance carrier for the selected patient only.

In the Refund Amt field, type the amount of the refund and press Enter. The software then calculates the effect on the account balances and aging.

A default comment is displayed in the Comment section, and the cursor moves to the end of this comment automatically. Add your own comment at the end of this comment, or select the comment and replace it with another comment. Click the Post Transactions button to update the account.

If you use the electronic credit card service, you can post a refund to a credit card by typing the refund amount and selecting the Refund to Credit Card option. The software displays the Last Card prompt, showing the last credit card used and asking if you would like to use it. Click Yes, and then click Post Transactions. The software puts the transaction in the credit card settlement file, and the refund is made when you settle the credit card transactions. Authorization is not required for a credit card refund.

A refund/overpayment raises the account balance and can look unusual if the account does not have a credit balance.

Click here for refund/overpayment adjustment hints and tips.