Refund Without a Credit Balance

Refund Without a Credit Balance


A Patient may not have a credit balance, yet still require a refund.

  • Examples:
  • The Patient is refunded before the Insurance adjudicates.
  • The Patient paid a Copay but left before being seen.
  • The Claim is denied with no Patient Responsibility, but the Patient had already paid upfront.


Refund a Patient Without a Credit Balance

  1. On the Patient or Encounter Dashboard, select Post Payment to create a receipt.

  1. Payment Type: Choose Patient Payment.
  2. Enter Received Date.
  3. The Patient will default if you used Post Payment from the Patient or Encounter Dashboard.
  • Choose a Patient if not already chosen.
  1. Received Amount: Enter a negative amount in the check or Card Payment field.
  • Check: Refund Amount is entered in the Check field.
  • Process Electronically
  • Leave deselected if refunding by physical check.
  • Select the checkbox if refunding by ACH (Electronically).
  • If a Card is being used for the Refund:
  • Select the Type, such as Discover. (Mandatory)
  • Process Electronically
  • For a Credit Card Refund that is being done through the System, select the checkbox.
  • For a credit card Refund that is being done outside the System, deselect the Electronic Refund checkbox. (Default)

  1. Reference/Check Number: Enter the Check Number
  2. Enter a Note.
  3. Select Do not Post.
  4. Select Save [F2].

  1. Choose the Post (Expert Mode) button on the Receipt Dashboard.

  1. Choose the Encounter to Post where you want the Refund posted.

  1. Transaction Code: Enter PRF.
  2. Apply Amount: Enter a Positive amount for the Apply Amount.
  • The PRF is a negative by default, but it will show positive on this screen.
  1. Select Save [F2] to save the line item posting in the pop-up.




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