Invoice Refunds

Invoice Refunds

Post an Encounter Invoice Refund


AlertSee Credit Memo to correct an Invoice that was billed incorrectly. If an Encounter was on an Invoice that should not have been billed to that Employer, use the Credit Memo process to notify the Employer of the error. On the next Invoice Batch run, the credit will display on the Invoice.

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



    • Related Articles

    • Partial Insurance Takebacks/Refunds

      Use these methods when the insurance takes back only a portion of the money originally paid. This can be in the form of a physical check or a Payment that is automatically deposited in the bank (EFT). Manually Posting a Partial Takeback from a Paper ...

    • Patient Refunds

      Patient Refunds The following steps show the process of refunding Patient Credit Balances. If any part of the money is currently in escrow it needs to be posted in full before proceeding. A Patient credit balance is necessary to post a Patient ...

    • Create an Invoice Receipt and Post Invoice Payments

      Create an Invoice Receipt and Post Invoice Payments If you intend to use Invoices or Post Invoice Payments, you must add the System Setting: Admin > System Settings > General > INVOICE = Yes. Even if you do not send Invoices, the System Setting must ...

    • Credit Memo: Invoice Corrections

      On the Invoice Batch Items screen, the Credit Memo button can be used to correct inaccurately invoiced Encounters. This action will create a Credit Memo (Invoice) to send to the Employer/Attorney with the credit that was invoiced inaccurately. It ...

    • 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 ...