Money can be refunded from escrow either to a patient or a vendor depending on the situation.
General Escrow Refunds
For GENERAL ESCROW refunds:
2. Click FROM ESCROW (this will open a new window).
1. Enter the Date of Service (the day you are posting the refund), Payee (the patient), and Location. Do not select anything from the Package Plan dropdown.
2. Click under the Item column and select Patient Refund.
3. Click under the Escrow Procedure column and select the item listed in the dropdown.
4. Enter the amount you are refunding in the Item Charge column.
5. Click SAVE.
This will create a FROM ESCROW item in the Escrow Item List.
1. Click on the FROM ESCROW item so it highlights purple.
2. Click the dollar icon.
Click +Add a New Record.
Enter the date the payment was issued in the Payment Made On field.
Enter the amount you are refunding in the Amount field.
In the Payment Made By field, select the method use for the refund.
NOTE: Remember you are not collecting a payment, this 'payment' is the refund you are processing for the patient, so if you are issuing a check to the patient as a refund, select 'Check', etc.
Select the Payment Location.
Click SAVE.
The refund details are noted in the payment log.
The money has now been deducted from the escrow balance.
Refunds from a Package
Package plans are set up so that refunds cannot be issued. Please follow the below steps on refunding money from packages.
For PACKAGE ESCROW refunds:
1. Click on the Package escrow item (not the pencil). The item will highlight in purple.
2. Click on the STATUS and change it from OPEN to CANCEL. This will create a CANCELED PACKAGE escrow item in the list.
1. Click on the CANCELED PACKAGE item so it highlights purple.
2. Click FROM ESCROW. just make sure to NOT select the package from the package plan dropdown in the FROM ESCROW).
1. Enter the Date of Service (the day you are posting the refund), Payee (the patient), and Location. Do not select anything from the Package Plan dropdown.
2. Click under the Item column and select Patient Refund.
3. Click under the Escrow Procedure column and select the item listed in the dropdown.
4. Enter the amount you are refunding in the Item Charge column.
5. Click SAVE.
This will create a FROM ESCROW item in the Escrow Item List.
1. Click on the FROM ESCROW item so it highlights purple.
2. Click the dollar icon.
Click +Add a new record.
Enter the date the payment was issued in the Payment Made On field.
Enter the amount you are refunding in the Amount field.
In the Payment Made By field, select the method use for the refund.
NOTE: Remember you are not collecting a payment, this 'payment' is the refund you are processing for the patient, so if you are issuing a check to the patient as a refund, select 'Check', etc.
Select the Payment Location.
Click SAVE.
The refund details are noted in the payment log.
The FROM ESCROW item is now funded and money has now been deducted from the escrow balance.
**All manuals are compliant with HIPAA regulations. No patient information has been released. All screenshots above were taken from a test clinic with fake patient information.
Heather Yatsko
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