Processing Patient Refund

Issue a Full or Partial Refund to Patient

The Refund feature allows billing users to refund patients for paid invoices. You can process either a full refund or a partial refund, and the system automatically updates the invoice, refund history, and patient portal.

Access the Refund Option

1. Go to the Billing section in the application.
2. Open the patient invoice that needs a refund.
3. Click the Refund button available next to the invoice.
4. The Refund popup will open with patient and invoice details.

Review Invoice Details

1. Before creating the refund, verify the invoice details shown on the screen:

• Patient Name – automatically displayed
• Invoice Number – automatically displayed
• Total Amount – invoice total amount
• Paid Amount – amount already paid by the patient

2. You can also review previous refunds under Refund History.
3. Refund history shows:

• Refund Amount
• Refund Type
• Refund Date
• Refund Status
• Refund Reason

Choose the Refund Type

Select the refund type based on the payment:

Full Refund

• The system automatically fills the full paid amount.
• Amount cannot be edited.
• Used when refunding the entire payment.

Partial Refund

• Enter the amount manually.
• Amount should be less than or equal to the paid amount.
• Used when refunding only part of the payment.

Select Refund Method

Choose how the refund is being processed:

• Cash – refund given manually
• Cheque – refund given through cheque
• Card – refund is processed back to the patient’s bank card automatically

Enter Refund Details

Complete the remaining fields:

Refund Date

• Select the refund processing date.

Reason (Required)

Choose the refund reason from the dropdown list.

Example:

• Overpayment
• Duplicate Payment
• Billing Adjustment
• Appointment Cancellation

Notes (Optional)

Add any extra information related to the refund.

Example:

• Refund approved by billing team
• Duplicate charge corrected

Submit the Refund

1. Review all entered details.
2. Click Submit.
3. The system processes the refund.
4. A confirmation message will appear.

After submission:

• Refund is saved in refund history
• Invoice balance updates automatically
• Patient portal displays refund details
• Refund report is updated
• Audit log is created
• Email notification is sent to the patient

How Credit Balance Works

1. If the patient has available credit balance, the system uses that first before issuing the actual refund.

Example:

Paid Amount: $2,000
Available Credit: $500
Requested Refund: $1,000

System action:

• $500 deducted from patient credit
• Remaining $500 refunded to patient

View Refund Reports

To track refunds:

1. Open Reports
2. Select Refund Report

Available filters:

• Date Range
• Patient Name
• Refund Type
• Payment Method
• Refund Status

Available actions:

• View refund details
• Export report
• Send refund email to patient

Patient Portal

Patients can also view refund information in the portal.

Visible details:

• Refunded Amount
• Refund Date
• Refund Method
• Refund History