Refunds

Refund Credits

You have the ability to Refund Credits from the patient account. You can apply the Refund to the patient, or to the payer. You can also refund multiple credits to a patient’s account, as opposed to individually. Select which credits you wish to refund based on the Practice or the Provider that the credits were applied under.  

  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.

    Sort your search results. Visit our Reorder Table Columns Help Article for detailed steps on how to hide, rearrange or add header columns.

  4. Click the Refund Credits button.

    1. Select whether to refund Patient or Insurance Credits.

    2. Select which credits you wish to refund based on the Practice or the Provider that the credits were applied under. 

    3. Enter in the Refund Amount.

    4. Enter the Refund Date.

    5. Enter a Check or Reference #.

    6. Enter in a Memo Line.

    7. Click the Apply button.

  5. Click Save.

    Run the Refund/Reversal Report for a list of credits that have been refunded. This report can be found in the Report section of the application under the AR Reports category.

Refund a Patient or Insurance Payment

You can refund any payments within the manage account section In the event a patient or insurance company needs to reverse a payment. This is commonly used when a insurance company pays too much on a claim or denies a previously approved claim.  

Important: Refunds should only be entered within CollaborateMD for tracking purposes only. CollaborateMD does NOT issue actual refunds to patients. Once the payment is refunded, the refund will NOT reflect on the patient's account as an account credit.

If an adjustment was associated with the original payment and you need to reverse all or a portion of the adjustment, take a look at our Reversal Adjustment Help Article.  

  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 Transaction Listing locate the DOS then the procedure and click the expand arrow.

    Sort your search results. Visit our Reorder Table Columns Help Article for detailed steps on how to hide, rearrange or add header columns.

  5. Select the Payment.

  6. Click the Refund button.

    1. Select the Refund Amount.

    2. Set the Refund Date.

    3. Type a Memo.

    4. Click Done.

  7. Click Save.