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Post Refunds

Use the Post Refund feature to easily and effectively return money to a responsible party, or transfer overpaid funds to another patient contract.

Transfer Payment vs Refund vs Reversal - If you accidentally post a payment to the wrong account, use the Transfer feature to move the payment to the correct account. In contrast, if someone has paid too much on an account, use the Refund feature to either refund the money to the responsible party, or transfer the funds to another account. Finally, if you posted a payment for the wrong amount, or posted a payment unintentionally, or need to completely remove a payment for any reason, use the Reversal feature.

Open the Post Transaction Window You can open this feature in multiple ways: Use the method that's most convenient for you. If a patient folder is not already open, you will use Fast Find to choose the patient to work with. Otherwise, ViewPoint will default to working with the currently selected patient.

ViewPoint main menu Daily Activities > Post Transaction.

ViewPoint Toolbar Post Transactions.

ViewPoint Shortcut Menu Actions > Post Transaction. (Or, press Alt+A on your keyboard to open the Actions menu options.)

Grid Scheduler Right-click appointment > Post Transactions.

Patient Fingerprint - You can enable patients to open the post transactions window when they touch the fingerprint sensor installed at your workstation. See "Set Up ViewPoint Properties" for details.
Select Patient and Billing Party Choose the account to work with. If needed, you can launch Fast Find and choose a different patient. If the patient has multiple responsible parties and/or contracts, select the account holder and contract as well.

If the contract you want does not appear,enable the $image\BOXCHECK.gif$ All Phases option to be sure you are viewing all accounts associated with this patient. In addition, the AR column at the far right of the post transactions window indicates whether the contract is set up with an Auto Receipts agreement, and the doctor and office assigned to the patient folder are displayed at the bottom of the list.

Enter Refund Details Click the Refund button, then enter the transaction details. The details section of the window should be orange.

Refund To - Select whether you will be returning money to the selected responsible party, or transferring the funds to another contract.

Date - The date defaults to today, but you can change it if needed.

Amount - Enter the amount of money you will be returning or transferring.

Method - (Responsible party refund only.) Choose the method you will use to issue the refund to the responsible party.

Description - The default description(s) describe the refund method, but you may change them if needed. When you are transferring funds from one contract to another, the refund details will include two descriptions: One description is for the transaction created by taking funds out of the original contract, and the second description is for the transactions created by putting funds into the new contract.

Find Contract - (Contract transfer only.) Click Find Contract, then search for the patient or contract you want to transfer the funds into. Once you select a contract, the patient name, responsible party name, and current balances appear on the refund details window.
Post the Transaction - Click Post. ViewPoint calculates the new account balance and amount due, and asks you to confirm the transaction. Click Yes to complete the process, or click No to exit without posting the transaction.

More Information

Last Posted Transaction - The last transaction you posted appears at the left of the post transactions window for your reference. This helps prevent duplicate posting errors.

Refund Tracking - Refunds appear as receipts in the patient ledger. and on your Transaction Report.