Refund patient funds created due to overpayments

Here, a patient fund credit is created due to posting a payment amount higher than the line item balance amount. 


If this amount needs to be refunded, follow the steps below.

Navigate to the patient's dashboard and click PF.

Click the patient's name


Click the + sign


Select Debit for the Transaction Type.


Enter the same amount as the credit transaction. 


Use the same payment number as the original payment and enter the payment date for the debit transaction. 


Refund manual patient funds

Let's say a patient fund was manually added into the system.


Create a patient fund debit with the same amount and enter the payment date for the debit transaction. 


Impact on the reports

The patient refunds will be visible on the following reports:

  • Revenue Report
  • Transaction Journal Report

Revenue Report

Navigate to the Reports tab and select All.

Select Revenue Report.

Select the Patient Fund Date Type

Choose the Quarter and Year or enter a specific date range in the Date From and Date To fields. 

Click Save to Queue

Navigate back to the Reports screen and click Report Queue Inbox.

Click the Include Unposted Payments checkbox.


Click the + icon on the top to show the details of payments that are not assigned to a line item. This section will include the total patient fund credit and debit.


The balance associated with the Patient Funds row shows the difference between the total patient fund credits and debits. The Payment Amount is the total patient fund credits and the Posted Amount is the total patient fund debits. This includes any patient funds credited manually, debited manually, and debited through a patient payment. However, it does not include patient funds created through patient overpayments. This is done to avoid double counting of the payment amount when combining the numbers from the upper and lower grids.


Any patient fund credited through a patient payment overpayment is included in the payment amount in the bottom grid. For example: If you're posting $900 but have assigned only $600 of it to line items, then the payment amount will be displayed as $900 and the posted amount will be displayed as $600. And the $300 credited as patient funds will not be displayed on the upper grid to avoid double counting.

Hence, the total payment amount collected for a specific date range will be the sum of total patient fund credits, debits, and the payment amount in the bottom grid.

Transaction Journal Report

Run a Transaction Journal Report


Navigate to the Patient Funds tab.


Here, you can see all the patient fund credits and debits.



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