You follow these steps when an insurance company requests money back:  

               1.      Click the Patients button OR click Activities and select Manage Patients.

2.      Select the patient on which you need to do the Refund  (The patient the insurance paid for but is now requesting money back on.).

3.      Click that patient’s Transactions tab.

4.      Click the Payment button.

5.      Change the Source by clicking the radio button   next to Insurance.

6.      Type in a negative Amount This should be the amount you’re trying to refund.  [Ex: -$20.00]

7.      In the Check # field, type ‘Refund’.

8.      Click the Notes button. Write a brief note indicating this is a refund, what this refund is for, and why you’re doing the refund.

9.      Click OK.

10.   Under Range, click the radio button next to All Charges. This will list all transactions for this patient in the top window.

11.   In that top window, scroll through the list to find the transaction you need to refund.

12.   Double-click the transaction. This will bring up a Balance Transfer window.

13.   For Today’s Payment, enter the negative amount you typed in for the Amount on the Payment screen  [Ex: -$20.00]

14.   Click Save.

15.   It will then ask you if you want to leave the amount outstanding?  Click Yes.

16.   Repeat steps 11-15 for any transactions you need to Refund.

17.   Once all the refund amount has been met, (‘Amount’ = ‘Total Payment’), click Post.

18.   This will update the patient's transaction card to show a Refund was done.

When you do a refund, the transactions will show amounts outstanding.  If you need to write-off these amounts, follow the next step here.