Full Insurance Refunds & Takebacks Posted Manually

Full Insurance Refunds & Takebacks Posted Manually


There is a specific workflow for manually posting Insurance Refunds.

  1. If there are other Payments on the Remit, the Refund(s) must be posted before the Payments are posted.


 Attach to a Reference Batch before beginning the Refund process. It is recommended to use a separate Refund Reference Batch to post your Refunds.


Manually Post a Full Insurance Refund


The Payer usually takes back the money on a Remit. However, if you are sending a check, this method is used when Posting the Refund.


  1. From Payments on the Left Side Menu, select the Post Refund button.

  1. Refund Type: Select Insurance Refund from the dropdown.
  2. Enter Mailed Date.
  3. Check Date: Optional.
  4. Choose the Insurance using the Lookup icon.
  5. Enter the Refund Amount.
  6. Enter the Refund Check/Reference Number.
  7. Use the Note field to add any applicable information. 
  8. Select Save/Post.

  1. Use the Patient Lookup icon to select the Patient and tab.
  2. Select the checkbox(es) next to the line item(s) for the Date of Service to Refund.
  3. Select Save [F2].



Post an Invoice Refund

Follow the steps to post an Insurance Refund and make the following changes:

  • Select Invoice Refund.
  • Enter an Employer ID instead of an Insurance ID.

Learn More



Manually Post a Full Takeback from a Remit

 When manually posting a Remit, always post the Takeback(s) before posting the Payments on the Remit. When a Takeback is done, money is added to the Receipt Escrow to be reallocated to Payments on other accounts.


  1. Create an Insurance Receipt for the Remit using the actual check amount as the Receipt amount.
  2. After creating the Receipt, select the Post button.

  1. Enter the Encounter number preceded by an e (e1234) and tab or lookup the Patient using the Lookup icon on the Patient field and select the encounter.
  2. Select the Takeback button.
  3. Select the checkbox(es) next to the line item(s) for the Date of Service to Refund.
  4. Select Save [F2].


Post all the Payments on the Remit. The Escrow should be zero when finished.



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