Manage Insurance and Patient Credits

Refund an Insurance Credit

The Manage Account screen gives you the ability to refund an Insurance account credit. If an insurance makes a payment over the charge amount, or a payment not associated to a specific charge an insurance credit will be created. These credits can later be applied to any outstanding balance. In some cases an insurance company may request these funds back, if that happens you are able to refund the credits to reflect the request in CollaborateMD.

  1. Select Patient > Manage Account.

  2. Use the Search field to search through your patients or insured.

    Place a check in the “Include inactive patients” box to include inactive patients in your search results.

  3. Select the Patient.

  4. Under Account Credit Listing locate the Credit under Credits Due Insurance. 

  5. Click the Refund button.

    1. Enter the Refund Amount.

    2. Enter the Refund Date.

    3. Add a Memo Line.

    4. Click Done

  6. Click Save.

Transfer an Insurance or Patient Credit to another Patient

The Manage Account screen gives you the option to move an account credit from one patient to another patient. Normally this occurs if you need to move a credit from one family member to another, or from a dependant to the guarantor. 

  1. Select Patient > Manage Account.

  2. Use the Search field to search through your patients or insured.

    Place a check in the “Include inactive patients” box to include inactive patients in your search results.

  3. Select the Patient.

  4. Under Account Credit Listing locate the Credit. 

  5. Click the Transfer To... button.

    1. Enter the Transfer Amount.

    2. Enter the Transfer Date.

    3. Add a Memo Line.

    4. Locate the Patient to transfer the credit to. 

    5. Click Done

  6. Click Save.

Apply an Insurance or Patient Credit

The Manage Account screen gives you a shortcut to apply any account credit. If an insurance company or patient makes a payment over the charge amount, or a payment not associated to a specific charge an  account credit will be created. This account credit can later be applied to an outstanding charge. 

In needed, reference our Apply Credits Help Article for more detailed instructions on how to apply account credits.

  1. Select Patient > Manage Account.

  2. Use the Search field to search for the patient.

    Place a check in the “Include inactive patients” box to include inactive patients in your search results.

  3. Select the Patient.

  4. Under Account Credit Listing locate the Credit. 

  5. Click the Apply Credit button.

    1. Apply the payment to one of the available charges using one of the two methods.

      1. Click the Apply Remaining link to automatically to the patient’s oldest outstanding charge.

      2. Locate a specific charge and enter the payment amount into the Apply Payment column. 

    2. Click Save Payment.

  6. Click Save.


Edit Received Date, Credit Memo or Due To

  1. Select Patient > Manage Account.

  2. Use the Search field to search for the patient.

    Place a check in the “Include inactive patients” box to include inactive patients in your search results.

  3. Select the Patient.

  4. Under Account Credit Listing locate the Credit. 

  5. To update the received date, click the Calendar icon and use the calendar to select a new date. 

  6. To update the Due To, use the drop-down menu to:

    1. For Insurance Credits: Select the payer the credit is due to or Select the patient to make this a patient credit.

    2. For Patient Credits: Select a payer this credit is for  to make this an insurance credit.

  7. To update the credit memo, edit the text in Status / Memo column,

  8. Click Save.

Delete an Insurance or Patient Credit

The Manage Account screen gives you the option to delete an account credit from a patient's account. This is commonly used only if an account credit was created in error. If you need to move an account credit to another patient or refund a credit back to the patient or insurance company please reference our Transfer an Insurance or Patient Credit To Another Patient or Refund an Insurance Credit Help Articles 

Deleting an account credit will also delete any instances where the credit was applied and the payment or adjustment that created it.

  1. Select Patient > Manage Account.

  2. Use the Search field to search through your patients or insured.

    Place a check in the “Include inactive patients” box to include inactive patients in your search results.

  3. Select the Patient.

  4. Under Account Credit Listing locate the Credit. 

  5. Check the Delete Account Credit box.

  6. Click Save.