Refund a Banked Prepayment Receipt

This refund process is used when a banked prepayment amount is on file and the amount is to be refunded to the Patient.

Before you begin

A prepayment shows as a Credit amount in account balances. The refund will generate a reverse transaction on file and allows the Practice to record the refund payment details to the Patient.

Procedure

  1. From the Patient Details screen, access the required Account, and then click into the Account Credits tab. This will display the receipt to the top of the screen, and the credit type details as payment to the bottom of the screen.
  2. Click Allocate/Refund Credit Payment. This will display the Allocate Credit Amount screen, verifying the payment amount available.
  3. Click Refund.
  4. In the Refund window:
    • In the Reason field, indicate why the refund is being made.
    • In the Method field, enter a description of the refund method. For refunds using EFTPOS, set EFTPOS Auto Refund.
  5. Click OK to issue the refund.
  6. The Accounts Credit tab now displays the original receipt and the refund just issued recalculating both the Running Balance and the Account Balances as $0.00.
    Account Credits tab

Results

Still in the patient's record, go to the Refunds History tab where the refund is displayed. Show audit trail is set automatically to display all details of the refund.
Refunds History tab

What to do next

The refund also generates to the Banking > Refunds tab: in the Practice Explorer , select the appropriate Practitioner and click the Refunds tab in the left margin. This does not affect today's unsettled banking.