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↩️ How to Refund a Payment

Whether it’s because of an accidental overpayment or a patient contesting what they owe, occasionally you’ll need to refund a payment.

Please note that this feature may be restricted to Billing Managers and/or Administrators.

Here’s How to Do It

View the Payment

Now that you’re in the patient’s profile, there are two ways you can view the payment: the Charges tab, or the Transaction History tab.

The process is the same for both, so for this example we’ll use the Charges tab.

Look for the transaction in question and click View Details.

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Refund the Payment

On the Transaction Details table, find the specific transaction you want to refund and click the Refund Payment button.

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Specify whether this is a full or partial refund, the method of refund, amount (if partial), and reason for the refund in the popup.

 
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When selecting the Refund Method, you have the following options:

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  • Add Credit to Patient’s Account: This payment will become credits on the patient’s account, and will be applied to future balances due.
  • Record External Refund (Cash/CC): This is how you record a cash or credit card refund. If the original payment was taken on an Athelas card reader, the refund will go directly to the credit card that the payment was originally made on. This option may not be available if the original payment was not taken on an Athelas card reader.
  • Record External Check Refund: If you’re choosing to pay the patient back with a check, use this option to record that the refund has taken place.
 

Once you’ve entered all the necessary information, click Refund.


Refund Complete!

You should now see a new row in the transaction table showing the refund you just triggered.

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If you refunded to credits, that new credit will appear in the ‘Credits’ sub-tab.

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Important Note: Leftover PR When you refund a payment in Athelas Insights, that does not automatically remove any patient responsibility associated with the payment For example, when you collect a $75 Self-Pay payment for an appointment, Athelas automatically creates a $75 unit of PR linked to the payment. If you then refund the $75 payment, that leaves behind the PR creating a balance due. To erase both the payment and its implied PR, you will need to go into the Charges sub-tab and cancel the PR as well. You can read about how to do that in the How to Cancel Patient Responsibility help guide.

📢 Further Assistance

We’re here to help! Please get in touch with support@getathelas.com if you’d like some hands-on assistance.

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