Invoice Refunds

Invoice Refunds

Post an Encounter Invoice Refund

See Credit Memo to correct an Invoice that was billed incorrectly.

To post a Refund for the full Payment Amount on an Encounter on an Invoice:

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

  1. Refund Type: Select Invoice Refund from the dropdown.
  2. Enter Mailed Date (Mandatory)
  3. Check Date: Optional.
  4. Select the Employer 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) to Refund.
  3. Select Save/Post.



Partial Invoice Refunds on an Encounter

Partial Invoice Refunds follow the same processes as a Partial Insurance Refund.

Use the Refund method below when an Employer overpays an Invoice by mistake.

  • Example: The Invoice amount due is $230.00 but the Employer paid $280.00.
  • Refund $50.00.

If a Patient was billed on an Employer's Invoice in error, use the Credit Memo process to refund the Employer.


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

  1. Refund Type: Select Invoice Refund from the dropdown.
  2. Enter Mailed Date (Mandatory)
  3. Check Date: Optional.
  4. Select the Employer 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 [F2].

  1. Select the Post (Expert Mode) button.

  1. Select the Patient using the Lookup icon or enter the Patient ID.
  2. Select the Encounter Line Item to Refund.

  1. Transaction Code: Enter VRF.
  2. Amount: Enter the amount of the Partial Encounter Refund.

  1. If applicable, send to a Worklist.
  2. Select Save Unbalanced.
  3. Select Save [F2].


Learn More

Credit Memo Invoice Corrections



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