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You can refund a payment if it has an unapplied amount. You can refund the unapplied amounts of a patient or an insurance payment.
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A patient payment refund is quite simple. First, you'll need to select the payment you wish to refund. This payment must have an unapplied portion still on it or you won't be able to refund the payment. Then choose "Refund" from the Other Menu.
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In the Refund window, enter a Refund Reference # if you wish (this could be the check number used to issue the refund, for example) and the Refund Amount. You may also enter a Date to associate to the item. This is the equivalent to the Procedure Date.
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If the refund was issued by applying a credit to the patient's credit card, check the By Credit Card checkbox. This checkbox will be checked by default if the original payment was a card payment. On your Deposit Slip, the payment line item will list both the Total Payment Amount, and the Payment Excluding CC (credit card) Refunds.
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When you select Refund with an insurance payment selected, you will have some additional options in the Refund window.
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As with a patient payment, you will need to enter a Refund Reference #, Refund Amount and Date. In addition to these fields, you have two checkboxes: "Refund credit to provider" and "Refund credit to patient". The "Refund to patient" option is used with insurance overpayments. Click here for more information.
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The "Refund to provider" option is generally used with withholdings (WO) or forwarded balances (FB) from an ERA (Electronic Remittance Advice). If you encounter these terms on an ERA, please call the MacPractice EDI Department for assistance.
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When you are finished entering the refund information, click OK to save.
Reverse Payment
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Note: If you have the TSYS or the MacPractice Integrated Payments feature, do not use Reverse Payment on credit card transactions. |
Reverse Payments are used to show a payment that has bounced or was rejected at your bank. It is also used for reversing credit card payments if your office uses AuthPayX legacy credit card processing.
This usually is a patient payment. To use Reverse Payment, select the payment on the ledger and go to the Other menu and click on Reverse Payment. This creates a Reverse Payment line item on the ledger. The amount that was reversed will be added back to the patient portion of the ledger. ***Returned Payment*** will show under the Description column of the payment that was reversed.
Note: Users SHOULD NOT use reverse payment on TSYS transactions.
Return Item
The Return Item option is utilized when a given Procedure Code has Inventory Items that have an Association of "Sold". The Return Item option will return said item to the Inventory, adjusting the quantity of the Item accordingly.
For more information on the Inventory Ability, please refer to this article.
Set Claim Status
The status of the claim affects how the balance of the charges is allocated between patient and insurance portions.
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If you have an amount that is in the wrong portion, you may find our portion troubleshooting guides helpful:
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Resubmit Insurance Claim
Selecting Resubmit Insurance Claim will reprint a second copy of a paper claim, with the same Sig on File date as the original claim. A new line item will be added to the ledger, indicating the claim was resubmitted.
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For more information about unapplied payments, click here.
Export to Excel
Choose Export to Excel from the Other menu to export the selected incident's transactions out of MacPractice to Excel or another spreadsheet program such as Numbers.
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