Issuing Refunds in Blue Chip

 

A Refund is the reversal of a transaction. Depending on the original transaction it will generate the following transactions:

o       Invoice issues a Debit amount – Invoice Refund issues a Credit amount

o       Receipt issues a Credit amount – Receipt Refund issues a Debit amount

 

 


Refund for an Allocated, Banked Invoiced

This refund process is used when the invoice and receipt has been allocated, and the receipt has been banked.  The refund will generate a reverse transaction on file and allows the Practice to record the refund payment details to the patient.

1.     From the Patient Details screen, access the required Account, and search for the required transactions.

Account Debtors tab

2.     Due to the receipt being banked, we refund from the Receipts tab. Click the Receipt tab, and then click the Refund Allocation Payment button. This will display the Receipt Refund screen.


Note:  It is imperative to enter an explanation in all open text fields (in this example reason and refund method), as this provides full details for audit purposes.

3.     Enter the Reason for Refund,  to allocate the Total Refund amount, and indicate the Refund Method (how the Practice is paying the refund), and then click the OK button.

Click on the Refund History tab to view the refund. The Show Audit Trail check box is selected automatically to display all details of the refund.


Due to the refund being issued after receipt being banked, there is no change to the Invoice and Receipt tabs. The refund also generates to the Banking, Refunds tab. Access Practice Explorer > Banking, select appropriate Practitioner and click on the Refunds tab in the left margin. This does not affect today’s unsettled banking.

 

 


Refund for a Banked Prepayment Receipt

This refund process is used when a banked prepayment amount is on file, and the amount is to be refunded to the Patient. A prepayment shows as a Credit amount in account balances. The refund will generate a reverse transaction on file and allows the Practice to record the refund payment details to the Patient.

Patient Account Balances (bottom of screen)

 

1.     From the Patient Details screen, access the required Account, and then click into the Account Credits tab. This will display the receipt to the top of the screen, and the credit type details as payment to the bottom of the screen.

 

2.     Click the Allocate/Refund Credit Payment button. This will display the Allocate Credit Amount screen, verifying the payment amount available.

 

3.     Click  Enter the Reason for the refund, the refund Method (how the Practice is paying the refund), and then click


Note:  It is imperative to enter explanations in all open text fields (in this example reason and method); this provides full details for audit trail purposes.

 

4.     The Accounts Credit tab now displays the original receipt and the refund just issued recalculating both the Running Balance and the Account Balances as $0.00.

Account Credits tab

 

5.     Still in the patient’s record, click the Refunds History tab where the refund also generates. The Show Audit Trail check box is selected automatically to display all details of the refund.

Refunds History tab

 

6.     The refund also generates to the Banking, Refunds tab. Access Practice Explorer > Banking, select appropriate Practitioner and click the Refunds tab in the left margin. This does not affect today’s unsettled banking.