Refunds

Refunds

A Refund may be required when a receipt has been entered and banked but subsequently found to be an incorrect entry.

1. Search for a patient.
2. Click Show.
3. In the Main Menu, click Accounts.
4. Select the Enquiries button next to the relevant /required account.
5. Select the 'Summary' sub-menu.
6. Select the Show button alongside the required receipt (each receipt must be refunded individually, there is no bulk refund process).
7. Unbank the transaction if the amount is already banked via the Unbank Transaction button.
8. Reverse any allocations for the receipt by selecting the Reverse button and leaving the entire receipt unallocated.
9. A  green message will display advising that the Combined payment was successfully reversed.
10. Select the Refund button.
11. Enter details of the transaction(s) that will be used to pay back to the payee (transactions MUST total the amount of the original receipt).
12. Select the Add Transaction to Refund button.
13. Select the Create Refund button.
    1. A  green message will display advising that the Refund successfully created.

 Partial Refund

CareRight has the functionality to provide a partial refund of money. A refund is any situation where money needs to refund or returned, either a patient or a health fund. In this scenario, the original payment has been banked. 

For example:

• A Patient has paid an amount ($5000) and only half ($2500) has been allocated (used) and the remaining balance ($2500) needs to be refund to the Patient; and,
• A Health Fund has been overpaid an amount to a Patients account.

This guide describes the process required to refund a combined payment. This may happen when a combined payment has been incorrectly created and banked. 

The steps are as follows:

• Remove all allocations from invoices.
• Assign the unallocated portion to a patient account with the same provider as the original transaction.
• Refund the newly created unallocated receipt.

These steps will result in a refund that can be banked to offset the original banked transactions. This shows a transaction that has been banked for the Medical Provider Juan Krill (JK).

1. Click Reallocate.
2. Click Clear All Allocations. This will remove all amounts being paid on invoices.
3. Click Leave unallocated amounts for allocation later.
4. Select the patient account to leave the unallocated fund as a new receipt. This will be a list of patient accounts for the patient of the first invoice in the list.
   1. The updated receipt will be displayed, showing the unallocated amount.

IMPORTANT: If you are banking split by Medical Provider then you should select an account for the same medical provider as the original receipt as this will be the bank account used for the refund. If you want to refund from a different bank account, select an account for the provider with the bank account you wish to use.

             5. Click Refund.

                  a.The Refund screen will be displayed.

             6. Ensure you select the correct location and method for the refund. The add the transaction to the refund.

                    7. Click Create Refund.

                         a. In the Banking screen, the refund will be ready to be banked.

Reversing Refund

System allows you to reverse the refund. If a transaction has already been banked, the user needs to unbank it using the "Unbank Transactions" button.

Upon clicking unbank transactions button, a green message will appear confirming that the transaction(s) have been unbanked. Subsequently, the system will provide the button to reverse the transaction.

Note: If a user has permission to Unbank banked transactions, then they can mark transactions as unbanked. This should only be granted to trained finance staff.