Refunds/Credits Setup

Below you will find an explanation for each company setting and roles along with the default values that are applied. These settings and roles will affect exactly how Credits and Refunds are handled in your database. 

More information on Company Settings can be found here.  

More information on Roles can be found here.

The following settings will need to be created for the new refund/transfer process: 

Company Settings  

• Patient Refund Default Payment Type 
  • Description: This company setting will be used to determine the default payment type for Patient Refunds.
  • Default Value: 11 = Refund to Patient
  • Business Use Case and Recommendation:  
    • The Default Value can be found under Payment Codes > Type > Select Description to view number value in the upper right corner.
• Patient Refund Default Payment Method 
  • Description: This company setting will designate the method for the Patient Refund.
  • Default Value: 2 = Check
  • Business Use Case and Recommendation:
    • The Default Value can be found under Payment Codes > Method > Select Description to view number value in the upper right corner.
• Insurance Refund Default Payment Type
  • Description: This company setting will be used to determine the default payment type for Insurance Refunds.
  • Default Value: 10 = Refund to Insurance
  • Business Use Case and Recommendation:  
    • The Default Value can be found under Payment Codes > Type > Select Description to view number value in the upper right corner.
• Insurance Refund Default Payment Method 
  • Description: This company setting will designate the method for the Insurance Refund.
  • Default Value: 2 = Check
  • Business Use Case and Recommendation:
    • The Default Value can be found under Payment Codes > Method > Select Description to view number value in the upper right corner.
• Payment Transfer Default Payment Type 
  • Description: This company setting will be used to determine the default payment type for Payment Transfers.
  • Default Value: 220 = Payment Transfer 
  • Business Use Case and Recommendation:  
    • The Default Value can be found under Payment Codes > Type > Select Description to view number value in the upper right corner.
• Payment Transfer Default Payment Method 
  • Description: This company setting will be used to determine the default payment method for Payment Transfers.
  • Default Value: 219 = Transfer 
  • Business Use Case and Recommendation:  
    • The Default Value can be found under Payment Codes > Method > Select Description to view number value in the upper right corner.
• Don't Show Payment Type Warnings on Refund/Transfer Windows 
  • Description: This company setting will be used to control whether a warning is displayed for selecting payment types that do not affect payments.
  • Default Value: True/False = True
  • Business Use Case and Recommendation:  
    • If set to False a warning displays if a user attempts to save any of the default payment types above as a payment type that is not set to "Affects Payment" noted by the check box in the setup values screen.  They will get the following message: “You have selected a payment type that does not affect payments. Because refunds and transfers affect payment amounts and have the potential to impact provider allocation, we recommend that a payment type that affects payments should be utilized."

Roles

• Refund Maintenance (Screens)
  • Off:  No access to the screen at all.
  • Read:  Screen can usually be seen, but not edited.
  • Update:  Items on the screen can usually be changed, but no new items can be added.
  • Write:  Full access to the screen and all features.