There are a variety of circumstances that could result in a credit balance for a patient. For example, insurance may pay more than was expected after you have collected a substantial payment from the patient for the same date of service.
If you have decided to issue a refund to a patient, follow these steps:
- Write the check to the patient
- Go to the Posting screen for that patient, and scroll to the very bottom
- In the line titled, "New Charge/Credit" choose "Refund" as the type of transaction, enter today's date, and put the amount of the check in the "Charge" blank. That is not a typo: you put it in the "Charge" blank, though you may think it should go elsewhere.
- Once this is entered, you should see a yellow "distributed adjustments" button appear. Click this button to allocate the amount of the refund to one or more dates of service.