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Kareo Help Center

New Refund

Updated: 07/27/2020
Views: 10409

You can create refund records for unapplied overpayment amounts that may have resulted from reversing insurance payments or reversing patient payments. Once created, manage refunds as necessary to help accurately track refund statuses and payments associated with them.

There are two workflows to create and post refund amounts, follow the appropriate steps below depending on how many payments (single or multiple) need to be added to the refund.

Single Payment Refund

Follow the steps below to locate the payment and refund the unapplied overpayment amount for a single payment.

  1. On the top menu bar, click Encounters > Find Payments. The Find Payment window opens.
    Tip_Icon.pngTip: For faster navigation, press F10 on your keyboard.
  2. Find the payment then double click to open it. The Edit Payment window opens.
    Tip_Icon.pngTip: When there are numerous payments listed, use the Look For search bar to enter all or part of a keyword for the payment. Then, click Find Now
  3. Click Refunds on the bottom of the window and select Refund Unapplied Amount. The New Refund window opens.
Desktop_EditPayment_Refunds_RefundUnappliedAmount.png
  1. Enter the appropriate information.
    Note: The payment is added to the refund and some information auto-populates from the payment. Edit those details as necessary.
    • Recipient Type: Click the drop-down arrow to select the type of recipient.
    • Depending on the Recipient Type, click Patient or Insurance to find and search and select the recipient.
    • Issue Date: Enter the date the refund is being issued.
    • Refund Method: Click the drop-down arrow to select how the refund is being issued.
    • Memo: If desired, enter any notes related to the refund.
    • Status: Click the drop-down arrow to select the status of the refund.
    • Ref.#: If desired, enter a tracking number for the refund (e.g., check number).
  2. Click Save.
Desktop_NewRefund_SinglePmt.png

Multiple Payment Refund

Follow the steps below to create a new refund and post the refund amounts for multiple payments.

  1. On the top menu bar, click Encounters > Issue Refund. The New Refund window opens.
  2. Enter the appropriate information.
    • Recipient Type: Click the drop-down arrow to select the type of recipient.
    • Depending on the Recipient Type, click Patient or Insurance to find and search and select the recipient.
    • Issue Date: Enter the date the refund is being issued.
    • Refund Method: Click the drop-down arrow to select how the refund is being issued.
    • Memo: If desired, enter any notes related to the refund.
    • Status: Click the drop-down arrow to select the status of the refund.
    • Ref.#: If desired, enter a tracking number for the refund (e.g., check number).
  3. Click Add. The Select Payment window opens. Search for and double click to select the payment to add to the refund. Repeat this step as needed.
    • If a payment was added in error, click to select it. Then, click Delete and the payment is removed. 
  4. Once all payments are added, double click the field under the Amount to Refund column and enter the amount for each payment listed.
  5. Click Save.
Desktop_NewRefund_MultiPmt.png
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