Patient Refunds

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 Refund.
  • A separate Reference Batch can be used for reporting purposes.


Post Patient Refund

  • From the Payment Dashboard, click Post Refund
  • From the Patient or Encounter Dashboard, select the Post Refund link.
  • Enter pr in the Navigation box.


Using one of the methods above, create a Refund Receipt.

  1. Refund Type: Choose Patient Refund.
  2. Post Date: Defaults from Reference Batch. If the field is blank, you are not linked to a Reference Batch. Stop and link to a Reference Batch before going forward.
  3. Enter the Mailed Date.
  4. Check Date is optional.
  5. Patient ID: Enter the Patient ID or use the Lookup icon to find the patient.
  6. Refund Amount: Enter the amount to be Refunded to the Patient. (Do not use a negative number because the System will do this automatically.)
  7. Reference/Check Number: Enter a check number if applicable.
  8. Note: Optional
  9. Click Save/Post.

  1. On the Post Refund screen, click the checkbox on the line item to refund.
  2. Click Save [F2].

Report for Patient Refunds

Use the Payment and Adjustments Report to report on Refunds.


Reports on the Left Side Menu > Payment and Adjustments Report in the Transactions panel

Report Refunds as a Group

Use the Transaction Code RF in the Transaction Code Reporting Group field to report all Refunds as a Group.

  • Date Type: Post Date
  • Date Span: Enter From and To Dates or select a pre-delivered Date Span.
  • Transaction Code Reporting Group: RF
  • Totals Only: Uncheck to see details; Leave checked to see Totals Only.

The Totals for each group will be reported at the end of the report.

Report on a specific Refund Transaction Code

To report on specific Refund Transactions, such as Patient Refunds, Insurance Refunds, Invoice Refunds, or Collection Refunds, use the Transaction Code filter.

  • PRF: Patient Refunds
  • IRF: Insurance Refunds
  • VRF: Invoice Refunds: 
  • CRF: Collection Refunds

Learn More

Patient Refunds

Full Refund before Depositing Funds

Partial Refund from Check-In Payment

Refund without Credit

Insurance Takebacks/Reversals Overview

Full Insurance Refunds

Partial Insurance Refunds

Post as Remitted versus Takeback

Insurance Declares a Future Takeback

Takeback or Refund No Longer on an Active Profile

Takeback Posted Incorrectly