Patient Specific Refund Process

Instructions

This action is done starting in the Manage EOBs

Review the patients payment that is going to be refunded, to verify that payment was originally received & documented
Then select the drop down on the right side of the +NEW REMIT TAB to start the refund
A box will populate based off the selection, and here you select the Patient, then enter the amount of the refund using a negative sign in front -XXX.XX of the money, fill in the payment date 00/00/0000, Other Refence #: ( this is an open text field, please add any information you would like to be able to report on, such as ”Pt Refund XYZ” ), then click the blue tab Next: Save & Start to Allocate
In this example the $200 was NEVER applied to a date of service, so In this case, to remove it from the Unallocated Report, you can just create a Variance buy clicking the + under the blue wording Variance

Creating a Variance is just an option if you want to remove it from the Unallocated Report, however, the “Original” Payment is STILL apart of the Unallocated Report, due to not Applying it to any patient’s service.

5. Now is when you go back to pull the to the “Original” payment to also create a variance to “OFF-SET” / Remove it from the Unallocated Report, this will account for both the original payment & the refund. On the Patient Account level, it will balance due to the + & the - payments.

REMINDER: IF you use the VARIANCE for 1 transaction (Refund), it is RECOMMENDED to use it for the other (Original Payment) or it WILL appear uneven / off balance *

HELPFUL TIP: Wait to apply the Variance until the refund is warranted *

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