Refund a Patient

For a refund of a payment that has been applied to a claim (negative balance claim):

There are two ways to do this:

1 - you can add a claim to the patient's claim history and add the "RTP" service code in the amount of the refund due (In my example I'm refunding 400.00 to the patient)

The claim can be ditto'd from a provider or add as a "blank claim" but you will need to code 1 DX to save the claim

2 - Return to the patient's billing dashboard, apply the payment to the "Refund Claim" - net result will be a balanced claim (black, zero balance)

3 - On the Claim History screen, click "add payment" Icon, and enter a negative payment, TAG: 'Refund' and a positive write off like this with the ORIGINAL payment information:

4 -Save the payment, and the the net result will be a balanced claim, indicating a refund was provided to the patient.  Here is what the claim log will look like:

and here is what a statement (I prefer the "Per Claim Posting" version) for the refund will look like:

OR

Navigate to the payment history screen and find the payment you wish to refund.    

Note the following:

-Original method of payment (Cash, CC, Check)

-Original date of payment (Post Date)

-Original source of payment (Patient vs family member, etc)

1 - Navigate to the patient's Claim History screen, click "add payment" icon to open the payment screen

2 - Enter a  negative payment (example -10.00) on the claim in the amount of the overpayment/refund due  (being certain to use the original payment information gathered from the Payment History screen - so that it doesn't look like a new transaction on today's Activity Report when run by Post Date {note, it will appear on today's Activity Report only when run by ENTRY date}) 

3 -  In the Comment section of the payment screen make sure you enter the method of refund, for instance (Examples:  "Cash refund directly to patient"/"Check #xxx refund directly to patient/"Refund to patient's UPOA"/Overpayment applied to "name of other patient's" account, or whatever is appropriate.

4 - Save the payment.

5 - Review claim log to verify claim is at the balance reflected appropriately.

You can then refund the patient directly

1 - Navigate to the patient's Payment History screen and find the  Unapplied Payment.

2 - Click "Request Payment Deletion" - this erases the full amount of the credit (1.18 fee for this service)

3 - Be sure to leave a memo on the patient's billing dashboard to track the refund given to the patient, as there will be no record of the transaction in Payment History/Activity Report.

To credit the refund back to the patient's account (if applicable)

1 - Return to the patient's Billing Dashboard

2 - Click on Add Payment (or Unapplied payment on account link)

3- Add a positive payment to the account in the EXACT manner of the original payment (as above, so that it doesn't look like a new money received today), and in the comments, be sure to leave memo regarding the reason for the refund (Refund overpayment on DOS 01/01/2019 to UPOA)

To refund a payment that is "Unapplied" in Payment history (available to use in UPOA):