Auto-Post Multiple Refunds/Print Refund Checks in Credit Management

Auto-Post Multiple Refunds/Print Refund Checks in Credit Management


Contact Support to activate the Refund Check Printing functionality.

Refund Checks can be printed from Credit Management.

  • It is recommended that you Post Refunds from Credit Management as part of your daily/weekly workflow and Print Refund Checks as part of your end of month/period close workflow.

Refund Check Printing Setup

These must be setup to print Refund Checks:


Service Facility Setup

The Banking Information can be entered on the Service Facilities.

Banking Information is not stored in the System and is not visible once the Service Facilities screen is saved.


If all Facilities have the same Bank Account, you can select a Default Facility to use for the Bank Account Information.

  1. From Libraries on the Left Side Menu, select the Service Facilities button.
  2. Select the Service Facility ID.

  1. In the Facility panel, enter the Bank Information.
  • After saving the screen, the Routing Number and Check Account Number will no longer be visible. The information is not stored in the System.
  • These fields change to Reset Check Routing Number and Reset Check Account Number.
  • If the checkboxes are selected and saved, these fields become blank again to re-enter the numbers.
  1. Select Save [F2].

Insurance Refund Address

If Check Printing is being used for Insurances, the Insurance Refund Address can be added to the Payer in the Insurance Library.

  1. From Libraries on the Left Side Menu, select the Insurances button.
  2. Select the Insurance ID of the Payer where the Refund Address is being added.

  1. Select the Modify link.
  2. In the Insurance Refund Address panel, enter the address where the Refund check should be sent.
  3. Select Save [F2].


Post Multiple Refunds

Multiple Refunds can be selected at once to Refund. This action will:

  • Post the Refund to the Encounter(s); and
  • Populate the Print Refund Checks List.


Refund Review/Post Refund

  1. Select Credit Management from Admin on the Left Side Menu.

  1. In Credit Management (Admin > Credit Management), select the Refund Review radio button on the right.
  2. Choose Guarantor or Insurance in the Credit Application field dropdown.
  • Additional Filter Criteria can be selected to narrow the search results.
  • Example:
  • Credit Bal > = 5.00 and Credit Bal <= 200.00
  1. Select the Search button to refresh the screen with your selected Filter Criteria.
  2. Select the Guarantor/Patient or Insurance checkbox to receive a Refund Check.
  3. Select the Post Refund button.

  1. Enter a Note on the Post Refund popup (optional).
  2. Select Save [F2].



Using the Print Checks button and checking Mark as Printed will remove them from the Print Refunds Checks list. The checks do not have to be physically printed.

The Patient Refund Check will be printed with the Guarantor's name as the Pay To person.

  • The Patient will be on the Print Checks list, but the check will have the Guarantor's name.


  1. Select the Refund Review radio button on the Credit Management screen.
  2. On the Credit Management screen, select the Print Refund Checks button.

  1. Use the Filter Criteria to list the Refund Checks that you want to print.
  • Type: Select one of these from the dropdown: All Refunds, Patient Refund, Insurance Refund, or Invoice Refund. The default is All Refunds.
  • Use other Filter Criteria if needed.
  1. Select Search to populate the Print Check list using the Filter Criteria.

  1. From the list on the Print Refund Checks screen, choose the Receipt Numbers to be printed.

Note:

  • If the Guarantor is different than the Patient, the Guarantor's name will be in the Guarantor column.
  • Checks are made payable to the Guarantor, not the Patient.
  • If the Patient and Guarantor are the same, the Guarantor will be blank.
  1. Select Print Checks.

  1. Select the Mark as Printed checkbox to remove the Receipt(s) from the list.
  2. Select Run [F2].

The steps above will produce a PDF file, which can be used to print the checks.

  • Check Forms need to be loaded in your printer and aligned to print correctly.


Payments Dashboard: Print Refund Receipts

The Print Refund Checks screen can also be accessed from the Payments Dashboard.

  • On the Payments Dashboard, select the Print Refund Checks button.
  • Follow steps 9-10 above to print the Refund Checks.

Receipt Dashboard

Learn More: Delete or Modify a Receipt

Printed Date vs. Check Date

  • Printed Date: Populated with the date that the check was printed if the Mark as Printed checkbox was selected.
  • Note: This does not indicate that a physical copy of the check was printed. Once the check is marked as printed, the System considers the check printed regardless of what occurs next.
  • Check Date: The date of the Refund as printed on the check.
  • Note: This field will only be populated if it is entered manually. Do not enter a date in this field if you do not want the Check Date to print on the Refund Check.


Learn More

Refund Check Printing System Settings



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